Absolute Beginner's Guide to Keynote for Mac OS X (Absolute Beginner's Guide)

Absolute

Beginner’s

Guide

to

Keynote™ forMac OS® X

800 East 96th Street,Indianapolis, Indiana 46240

Curt Simmons

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Absolute Beginner’s Guide to Keynote forMac OS® XCopyright 2004 by Que Publishing

All rights reserved. No part of this book shall be reproduced, stored in aretrieval system, or transmitted by any means, electronic, mechanical, pho-tocopying, recording, or otherwise, without written permission from thepublisher. No patent liability is assumed with respect to the use of theinformation contained herein. Although every precaution has been takenin the preparation of this book, the publisher and author assume noresponsibility for errors or omissions. Nor is any liability assumed for dam-ages resulting from the use of the information contained herein.

International Standard Book Number: 0-7897-3101-0

Library of Congress Catalog Card Number: 2003114785

Printed in the United States of America

First Printing: March 2004

07 06 05 04 4 3 2 1

TrademarksAll terms mentioned in this book that are known to be trademarks or ser-vice marks have been appropriately capitalized. Que Publishing cannotattest to the accuracy of this information. Use of a term in this bookshould not be regarded as affecting the validity of any trademark or ser-vice mark.

Keynote is a trademark of Apple Computer, Inc.

Mac OS is a registered trademark of Apple Computer, Inc.

Warning and DisclaimerEvery effort has been made to make this book as complete and as accu-rate as possible, but no warranty or fitness is implied. The information pro-vided is on an “as is” basis. The author and the publisher shall haveneither liability nor responsibility to any person or entity with respect toany loss or damages arising from the information contained in this book.

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Associate PublisherGreg Wiegand

Executive EditorRick Kughen

DevelopmentEditorLaura Norman

Managing EditorCharlotte Clapp

Project EditorTonya Simpson

Copy EditorKitty Jarrett

IndexerErika Millen

ProofreaderKathy Bidwell

Technical EditorBrian Hubbard

Team CoordinatorSharry Lee Gregory

Interior DesignerAnne Jones

Cover DesignerDan Armstrong

Page LayoutStacey Richwine-DeRome

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Contents at a Glance

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11 Beginning Skills: Getting to Know Keynote . . . . . . . . . . . . . . . . . . . . .52 Working with Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .273 Using Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .474 Using Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .655 Working with Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .896 Working with Backgrounds and Multimedia . . . . . . . . . . . . . . . . . .1177 Managing Your Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1358 Exploring Transitions and Builds . . . . . . . . . . . . . . . . . . . . . . . . . . .1559 Showing Your Stuff: Making Your Presentation . . . . . . . . . . . . . . . .17310 Extending Keynote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .187A Installing Keynote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .199B Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .203C Helpful Keynote Web Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .209Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .211

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Table of ContentsIntroduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Public Speaking—Then and Now . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Enter the World of Keynote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

How to Use This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Conventions Used in This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Web Page Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Special Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

1 Beginning Skills: Getting to Know Keynote . . . . . . . . . . . . . . . . . . . . . . . . . 5

What Keynote Is All About . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

What Keynote Can Do . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Working with the Keynote Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Introducing the Inspector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Creating Your First Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Understanding Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Introducing Master Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Adding Text to a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Adding Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Creating Tables in Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Incorporating Charts in Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Including Graphic Images in Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Organizing Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Choosing a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Rearranging and Grouping Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Playing the Slideshow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Saving Your Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Introducing Builds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Introducing Transitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

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vi ABSOLUTE BEGINNER’S GUIDE TO KEYNOTE FOR MAC OS X

2 Working with Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

The Truth About Presentation Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Make the Text Easy to Read . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Highlight Main Ideas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Watch Your Spelling and Punctuation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Don’t Overcrowd . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Entering Text on Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Deleting a Text Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Adding a Text Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Working with Fonts and Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Using the Text Inspector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Changing Text Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Managing Text Alignment and Spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Using Bullets and Numbering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Setting Text Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Importing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

3 Using Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

The Wonderful World of Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Creating a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Moving Around in a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Entering and Formatting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51Aligning Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Quick Text Tricks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Formatting Cells, Rows, and Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Choosing the Number of Columns and Rows in a Table . . . . . . . . . . . . . . . . 56Merging and Splitting Rows and Columns . . . . . . . . . . . . . . . . . . . . . . . . . . 57Adjusting the Cell Border . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Choosing the Cell Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Inserting Graphics in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

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4 Using Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

The Wonderful World of Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Creating a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Choosing a Chart Style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69Column Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Stacked Column Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Bar Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Stacked Bar Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Line Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Area Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Stacked Area Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Pie Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Working with Chart Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Understanding Chart Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Using the Chart Data Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Using the Chart Inspector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Formatting Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79Moving the Chart Legend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79Changing Chart Colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Changing Chart Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81Working with Labels and Axis Markings . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Formatting Data Series Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Special Issues with Pie Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

5 Working with Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Understanding How to Use Graphics in Presentations . . . . . . . . . . . . . . . . 90Using Graphics to Make Text Easier to Understand . . . . . . . . . . . . . . . . . . . . 90Using Graphic Shapes to Enhance Presentations . . . . . . . . . . . . . . . . . . . . . 91Using Photos in Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Working with the Colors Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92Color Wheel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Color Sliders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Color Palettes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Image Palettes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Crayons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

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Working with Line Art . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Inserting Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Filling a Shape with Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Stroke . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Shadow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Working with Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103Importing Photos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103Using Keynote’s Image Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Using Alignment Guides to Precisely Position Text and Objects . . . . . . . . 106Working with Alignment Guides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106Creating New Alignment Guides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109Changing the Appearance of Alignment Guides . . . . . . . . . . . . . . . . . . . . 110

Grouping Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Working with Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Combining Images and Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Using Graphics and Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

6 Working with Backgrounds and Multimedia . . . . . . . . . . . . . . . . . . . . . . 117

Changing Slide Backgrounds and Colors . . . . . . . . . . . . . . . . . . . . . . . . . . 118Using the Slide Inspector to Change a Background . . . . . . . . . . . . . . . . . . 118Changing the Background by Combining Themes . . . . . . . . . . . . . . . . . . . 120

Adding Visual Interest to Objects by Using the Opacity Setting . . . . . . . 122

Using Audio in a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127Importing Audio Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127Adding an Audio File to a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128Using the Media Inspector to Adjust Audio Options . . . . . . . . . . . . . . . . . . 129

Using Video in a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

7 Managing Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

Working with Keynote Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136Navigator View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136Outline View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137Slide Only View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

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Rearranging Slide Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Grouping Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Skipping Slides While Viewing a Slideshow . . . . . . . . . . . . . . . . . . . . . . . 143

Working with Master Slides and Layouts . . . . . . . . . . . . . . . . . . . . . . . . . 144Master Slide Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145Quick Access to Master Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Creating Speaker Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

Spell Checking and Find and Replace . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151Using Spell Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151Using Find and Replace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

8 ExploringTransitions and Builds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

Using Transitions Between Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156Choosing a Keynote Transition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158Changing Transition Effects and Speed . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

What Are Builds? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160Getting Familiar with the Build Inspector . . . . . . . . . . . . . . . . . . . . . . . . . . 161Text Builds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163Table Builds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164Chart Builds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165Image Builds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

Creating Multiple-Build Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

9 Viewing and Printing a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Viewing a Slideshow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Slideshow Viewing Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Creating a QuickTime Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

Creating a PDF File of a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

Printing a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182

Working with Presentation Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

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10 Extending Keynote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

Creating New Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188Selecting a Theme to Edit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188Choosing a Background and Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190Editing Fonts and Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191Customizing Chart Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192Saving a Custom Theme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193

Creating New Master Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194

Keynote and Microsoft PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

A Installing Keynote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

Making Sure Your Mac Is Ready for Keynote . . . . . . . . . . . . . . . . . . . . . . 200

Installing Keynote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

B Keynote Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

C Helpful Keynote Web Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211

00 1010 fm 1/28/04 12:47 PM Page x

About the AuthorCurt Simmons is a popular author, technology trainer, and digital photo enthusi-ast. He has a bachelor’s degree in speech communication and multiple computerindustry certifications, and he is the author of more than 30 books about computeroperating systems, networking, digital photography software, and more. When he isnot writing, he spends his time with his wife and children and constantly workingon his 100-year-old Victorian home.

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DedicationThis one is for all of my public speaking teachers through the years, who taught me thatthe heart of any speech or presentation is always the message.

AcknowledgmentsThanks to Rick Kughen for giving me the green light on this book. Also, thanks toBrian Hubbard for the eagle eye and Laura Norman, Tonya Simpson, and KittyJarrett for their attention to the details. Finally, thanks to my family for their con-stant support.

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We Want to Hear from You!As the reader of this book, you are our most important critic and commentator. Wevalue your opinion and want to know what we’re doing right, what we could do bet-ter, what areas you’d like to see us publish in, and any other words of wisdom you’rewilling to pass our way.

As an associate publisher for Que, I welcome your comments. You can email or writeme directly to let me know what you did or didn’t like about this book—as well aswhat we can do to make our books better.

Please note that I cannot help you with technical problems related to the topic of this book.We do have a User Services group, however, where I will forward specific technical questionsrelated to the book.

When you write, please be sure to include this book’s title and author as well as yourname, email address, and phone number. I will carefully review your comments andshare them with the author and editors who worked on the book.

Email: [email protected]

Mail: Greg WiegandAssociate Publisher Que Publishing800 East 96th StreetIndianapolis, IN 46240 USA

For more information about this book or another Que title, visit our Web site atwww.quepublishing.com. Type the ISBN (excluding hyphens) or the title of a book in theSearch field to find the page you’re looking for.

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IntroductionAh, public speaking. You might prefer to call public speaking a “talk,” a “presenta-tion,” or a “lecture,” but let’s face it: There is nothing in the world quite like havingto stand in front a group of people and talk about something. There’s nothing in theworld that can produce the same mind-numbing fear and terror in most of us,either!

I don’t want to start out on a bad note, but the truth of the matter is that publicspeaking is hard. It requires careful thought and preparation on your part, and thenit requires effective delivery of the message. Those things don’t happen by accident,as I’m sure you are quite aware, but there is certainly help for your public speakingengagements, and it comes in the form of a fine software package called Keynote.

Public Speaking—Then and NowThe following quick story is absolutely true, and it will help you gain an under-standing of me, where I’ve come from in the public speaking world, and wherethings are today.

I grew up on a Texas farm, and as a teenager, I was heavily involved in 4-H. I fre-quently went to livestock shows and was involved in all the leadership activities thatcome along with 4-H; in fact, I was the local 4-H club president.

One summer, I attended a national livestock show, and the show included a publicspeaking contest. I was 17 at the time, and I had never given a speech in my life. Iwas primarily interested in the contest because of the $400 prize money, which isn’tchump change for a high school student. So, I studied, I prepared, I practiced, andpracticed, and practiced…you get the picture.

When the fateful day finally arrived, the contest was full of contenders—more than100 of them. There were so many speakers that the contest ran all day and into thenight. When I finally stood behind the podium to take my turn, it was shortly aftermidnight and there were only 5 people in the room. I was determined to give a goodspeech for the bleary-eyed judges, and that’s what happened! I left the podium feel-ing good about the speech and happy I had entered.

Little did I know at the moment, I had done more than good. In fact, I had won thecontest. When I found out the next day, I was ecstatic. However, I was told that thepowers that be wanted me to present my speech at the show’s closing banquet onSaturday night. No problem, right?

01 1010 intro 1/28/04 12:44 PM Page 1

I arrived at the banquet and felt my heart sink into my toes. There were more than900 people at the banquet, a large stage, and a spotlight on the podium where Iwould speak. This would be the second speech I had ever given, and I was terrified—to say the least!

The moral of the story is simply this: You probably have to give a speech, and youwant Keynote to help you out. Maybe this is your first presentation, or maybe youare a pro. Regardless, public speaking has come a long way in our technologicallyadvanced age, and presentation software like Keynote can be a great help!

Since my early days of speaking, I have given many speeches. In those early days, Ididn’t have the help of presentation software, but that has all changed. With presen-tation software, giving presentations is certainly easier, and one thing is for sure:Keynote has all the tools and features to help you prepare and deliver an excellentpresentation.

Enter the World of KeynoteKeynote is presentation software that is designed to help you prepare a presentationand create graphics and slides that help convey your message to your audiencemembers. Keynote—or any software, for that matter—is not the presenter; that job isup to you. Keynote is a speaker’s aid to help you deliver your message.

I don’t need to sell you on the virtues of Keynote. I’m sure you already own the soft-ware, or you wouldn’t be reading this book. And yet, Keynote is a long-awaited andmuch-needed application for the Mac. Keynote is slick, fun, and easy to use, and ithelps you create stunning and professional slides with little work. This is good newsbecause it means you can spend more time working on your presentation ratherthan having to spend all your time fumbling with software.

Of course, Keynote isn’t perfect. It’s software, after all, and all software has somequirks and limitations. I’ll point those out throughout the book and show you anyquick workarounds you might want to use. Remember: Keynote works great and cre-ates beautiful slides, so with the right approach, you can create stunning slides forevery presentation.

How to Use This BookI wrote this book so that it is easy to use; after all, you have enough to worry aboutin your life that you shouldn’t have to try to figure out how to use a book that issupposed to help you! This book doesn’t dwell on lofty ideas, such as world peace,and it doesn’t ramble on about topics that are minor. In fact, every word in thisbook is important and can help you get the most out of Keynote.

2 ABSOLUTE BEGINNER’S GUIDE TO KEYNOTE FOR MAC OS X, V10.3

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This book is designed to make your life easier. As you look over the table of contents,you’ll see that I have organized chapters in a logical way. To get started withKeynote and build a quick presentation, just check out Chapter 1, “Beginning Skills:Getting to Know Keynote.” From there, the book explores topics with more depth sothat you can build up your skills.

This book isn’t a textbook or a novel. Each chapter stands on its own, and youshould feel free to read the book from cover to cover or skip around and find outhow to do tasks you need at the moment. This book is here to help you get Keynoteto do what you want, so you can use the book in a way that works best for you.

I’ve included plenty of screen shots and step-by-step instructions to help you dothings quickly. I’ve also included notes, tips, and cautions throughout. These sideelements give you extra information that will make your work in Keynote easier andmore efficient, so make sure you read them as you go. I don’t explore every nookand cranny of Keynote, with pages of explanations and techno-babble; my job is tohelp you make Keynote work for you and do the things that you want.

This isn’t a public speaking book, either, but it is difficult to talk about speaking andpresentation software without talking about presentations themselves. Therefore, whenappropriate, I give you some quick pointers about actually using the software when youspeak. This information is extra, of course, but you’ll find that your work with Keynoteand your presentations with Keynote will be much better if you follow my advice.

I wrote this book because I love public speaking and I love software, like Keynote,that helps you and me do just that. If you have any questions, comments, or sugges-tions about the book, please don’t hesitate to email me at [email protected] orvisit my Web site, www.curtsimmons.com. I’d love for you to stop by and say hello.

Are you ready to dig into the world of Keynote? I thought so, and Chapter 1 will getyou started!

Conventions Used in This BookI hope that this book is easy enough to figure out on its own, without requiring itsown instruction manual. As you read through the pages, however, it helps to knowprecisely how I’ve presented specific types of information.

This book explains the essential concepts and tasks in an easily digestible format.Each chapter is loaded with visuals to help you follow procedures or just to help geta point across.

At the beginning of each chapter the In This Chapter list provides a framework forwhat you are about to learn. At the end of each chapter in The Absolute Minimum,you can review the main points covered in the chapter.

INTRODUCTION 3

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Web Page AddressesTechnically, a Web page address is supposed to start with http:// (as inhttp://www.curtsimmons.com). Because Internet Explorer and other Web browsers auto-matically insert that piece of the address, however, you don’t have to type it—and Ihaven’t included it in the addresses in this book.

Special ElementsThis book includes a few special elements that provide additional information notincluded in the basic text. These elements are designed to supplement the text tomake your learning faster, easier, and more efficient.


A caution tells you tobeware of a potentiallydangerous act or situa-tion. In some cases,ignoring a caution couldcause you significant problems—sopay attention to them!

caution

A note is designed toprovide information that is

generally useful but not specifi-cally necessary for what you’redoing at the moment. Somenotes are like extended tips—interesting, but not essential.

tipA tip is a piece of

advice—a little trick, actually—that helps you useyour computer more effec-tively or maneuver around

problems or limitations.

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In this chapter

• Learn what all those things on the Keynotescreen mean

• Learn what fancy special effects—such asbuilds and transitions—can do to enhanceeven the lowliest of presentations

• Learn how to put together a basic presen-tation

• Learn where in this book to look next forcreative inspiration

1

Beginning Skills:

Getting to Know

Keynote

You need to make a presentation. Probably tomorrow. Your hands are

sweating, you’re nervous about getting your message across to your

audience, and you have an overwhelming desire to ditch it all and go

live in a remote mountain cabin, preferably one that’s far from multi-

media speakers, podiums, and corporate buzzwords such as facilitate or

utilizing.

And on top of that, you have to use presentation software you are not

familiar with. Relax. I’m here to help make that part easier. By the end

of this chapter, you’ll be able to get your thoughts onto a display screen

without resorting to magic markers, and by the end of the book, you’ll

be a competent user of the program. Fair enough?

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What Keynote Is All AboutThe truth is, you probably don’t want to be a Keynote expert. You’re already anexpert lawyer, salesperson, college instructor, or whatever. That’s enough.

You just want software to help you get your point across in your upcoming presenta-tion. That’s okay because that’s exactly the purpose of Keynote: to help you createprofessional-quality presentations, using the power of Mac OS X without knockingyour head against a wall.

In other words, you can look good with a minimum of effort. Keynote presentationslet you include graphics, multimedia, text effects, and plenty of features that’ll makeyour audience say, “Oh, cool!” And you’ll accomplish it all with a few clicks. Really.

On the other hand, Keynote isn’t perfect. As you’ll discover in these pages, I’m notshy about enumerating its faults. I want you to use the software to get your workdone, not spend hours cussing at it. Therefore, throughout this book, I point out thethings that Keynote can’t do as well as the things it can. And I tell you about theworkarounds that can help you do what you need to, at least until Apple getsaround to adding the feature. (That’ll save you from looking for a feature that youthink surely must be hidden in there, somewhere.)

Yet, overall, I think Keynote is a truly nifty program. It lets ordinary people—folkswho don’t want to be software experts—accomplish neat stuff without breaking intoa sweat. Keynote may not be a Microsoft PowerPoint killer, but for sure it’ll leavePowerPoint with a few nasty bruises.

I assume that you’ve already installed Keynote and you have it working. If youhaven’t done that already, see Appendix A, “Installing Keynote,” for instructions.(Under most circumstances, you can just insert the CD-ROM and go, as with most Mac programs.)

This chapter covers the absolute least you need toknow. You’ll become familiar with the Keynotescreen and what each of its components does.

Then you’ll create a basic presentation that will letyou get through the ordeal of tomorrow’s presenta-tion with all your hair intact. It won’t be the mostelegant presentation you’ll ever do, but if you’re ona short time line (or you want immediate gratifica-tion in getting this puppy working), this is thechapter for you: You will get the absolute basics outof the way by trying a follow-the-bouncing-balltutorial. That way you can concentrate on theimportant things—like agonizing over what you’llsay to convince the audience to sign on the nicedotted line.


A build is a slide thathas several different items.

The items build as you talk aboutthem, as in the case of a chart towhich you add pieces as you clickyour mouse. A transition is a visualeffect that takes the audiencefrom one slide to the next.

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This chapter also gives you a taste of a few spiffy Keynote features, such as buildsand transitions. Even if you’re in a rush to get the first presentation done, you’llprobably want to include one of these just for fun, simply because Keynote is anincredibly fun application to use.

What Keynote Can DoBefore you start using Keynote yourself, let’s take a moment to talk about what the software is capable of. When you shop for a new car, fitting the groceries in thetrunk may be the real criterion for the model you take home, but it is fun to take thevehicle for a test drive. You might want to see if it really can go from 0 to 60mph inthe time the company claims; even if yours is intended to be an around-town car,someday you might need that acceleration to reach highway passing speed.

So, start up Keynote. By default, the icon is in your Applications folder, but youmight also have added it to the Mac OS X dock. When Keynote asks you to choose atheme, click Close Document. (You’ll learn about themes in a few minutes.)

As soon as you have the Keynote screen in front of you, choose File, OpenSamples. Keynote then shows a folder with a single file, Presentation Tips.key.Double-click the filename, and (eventually—this is a big file, so it may take a while)it starts up, looking something like what you see in Figure 1.1. Follow the onscreeninstruction to click on Play, and you get a walk-through that shows you some ofKeynote’s reasons to brag.

CHAPTER 1 BEGINNING SKILLS: GETTING TO KNOW KEYNOTE 7

FIGURE 1.1

Keynote includes

a sample pres-

entation that

shows off some

of its unique

features.

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Don’t close the sample document just yet. When you’ve walked all the way throughthe slideshow, you can use it to get familiar with the different parts of the Keynotescreen.

Working with the Keynote ScreenThe largest part of the Keynote application screen is the Slide Canvas, where youwork with individual slides. On the Slide Canvas (as shown in Figure 1.2), youtype text, insert graphics, create charts, and put together the content of your presentation.


FIGURE 1.2

Keynote organ-

izes the applica-

tion with the

Slide Organizer,

a toolbar, and a

working area

called the Slide

Canvas.

Toolbar Slide canvasSlide organizer

On the left side of the Keynote screen is the Slide Organizer, which lets you rearrangethe order of your slides and move bullets from one slide to another. You can workwith the Slide Organizer in two ways: in Navigator view, which shows thumbnailimages of each slide, and in Outline view, where you focus on your presentation’stext.

Using either view, you can indent slides so they follow your own particular form oforganization or so they match your discussion outline.

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Along the top of the Keynote screen is a toolbar. Thetoolbar makes it easy to change themes, views, andslide formats. From the toolbar, you can also addtext, tables, charts, and graphic shapes, and youcan modify colors and fonts.

Try out the toolbar by clicking View and thenclicking Show Notes. Keynote adds a box at thebottom of the screen, into which you can type per-sonal reminders of the points to cover—or whateveryou feel like. The notes are just for you. The audi-ence won’t see them.

Introducing the InspectorWhile you’re looking at the toolbar, clickInspector. Keynote brings up a complex-looking,context-sensitive dialog box, called the Inspector, asshown in Figure 1.3. (Context-sensitive means thatwhat you see in the Inspector changes based on thenature of the object you have selected.)

The Inspector also changes, depending on which Inspector that you select. Notice thedifferent Inspector icons along the top of the window. You can click them to accessdifferent inspectors, depending on what you are working on. These are your options:

■ Slide Inspector—This inspector allows you to manage major slide features,such as Master & Layout, Background, and Transition.

■ Graphic Inspector—You manage graphics with this Inspector. You can useit to create fills, strokes, apply shadows, manage opacity, and much more.

■ Metrics Inspector—You use this option to manage object location, size,width, and positioning.

■ Text Inspector—You use this Inspector to manage text. You can use it toadjust the color, alignment, spacing, bullets, and numbering.

■ Build Inspector—This Inspector allows you to create slide builds.

■ Table Inspector—You can adjust the rows, columns, alignment, cell border,and cell background of your tables by using this Inspector.

■ Chart Inspector—You can plot data, manage chart type and layout, andmuch more by using the Chart Inspector.

■ QuickTime Inspector—You can use QuickTime movies on your slides withthe QuickTime Inspector.


Most of the time, slideorganization is simply a con-

venience, but organization can haveother benefits. For instance, you canhide a set of slides so they won’t beseen at show time. You’ll learn moreabout this capability in Chapter 7,“Managing Presentations.”

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FIGURE 1.3

The Keynote

Inspector

organizes the

program’s for-

matting controls

in one handy

little notebook.


This multilevel dialog box controls how objects look or behave. For instance, it’swhere you control the fonts or colors on a slide and where you adjust a chart’sappearance. The Inspector can seem a little overwhelming at first, but I promise youit won’t stay that way. You’ll be using it often.

The Inspector gets less intimidating as you learn Keynote’s formatting capabilities,as you’ll do in Chapter 6, “Working with Backgrounds and Multimedia.”

Creating Your First PresentationCreating a Keynote presentation has only a few basic steps. Each step can get ascomplex as you want (or have time for), but it all comes down to this:

1. Select a theme

2. Design your slides

3. Organize the presentation

4. Save your work

5. Play the slideshow

We’ll cover each of these steps briefly in the following sections and in more detailelsewhere in the book.

Ready? Start up Keynote (if it isn’t running already), and you can create your firstpresentation.

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Understanding ThemesA theme is simply a look that you apply to a presentation. When you choose aKeynote theme, you get an entire look, which includes everything from a colorscheme to font settings to bullet styles. Best of all, themes are consistent across the setof slides you use (called master slides, which we’ll get to in a moment), making yourpresentation look polished and visually well organized.

This is all the stuff you’d mess with for half an hour if you were trying to create your pres-entation in a word processor. The 12 themes that Keynote includes right out of the boxare complete with textures and cut-outs for where your photos and illustrations will go.

Using themes makes it easy to select a mood for your presentation, whether it’s a for-mal pinstripe-and-tie meeting or a casual overview for sharing information amongteam members.

The first thing Keynote requires you to do when you begin a new presentation is tochoose a theme for the presentation. If you’ve just started up Keynote, it shows you theChoose a Theme window as its first action. If you played with the sample file earlier inthis chapter, close it (you won’t need it anymore) and then choose File, New to openthe Choose a Theme window, shown in Figure 1.4. You just click a theme to select it.


FIGURE 1.4

Keynote practi-

cally insists that

you start with a

theme. The ones

it includes are

pretty nice.

At the bottom of the Choose a Theme dialog box, you can choose a presentationsize; this refers to the graphics resolution the program should use. Choose a presen-tation size that matches the screen resolution of the output display you expect touse. Newer projectors can handle 1024×768, and almost any projector can do

02 1010 ch01 1/28/04 12:49 PM Page 11

800×600. When in doubt, go with 800×600, which isKeynote’s default anyway. If you’re going to printyour Keynote presentation instead of display it on ascreen, the resolution won’t matter as much.

For the purposes of this tutorial, leave the presenta-tion size at the default value of 800×600.

Click Choose Theme. Keynote takes a fewmoments to build the template, and then it dis-plays a title slide.

Introducing Master SlidesIf you’ve used another presentation graphics appli-cation or a desktop publishing program, you mightbe familiar with master slides. In Keynote, as inother applications, a master slide is simply a prede-fined layout for a certain kind of content.

Granted, that sounds somewhat technical. What Imean is Keynote has already created nicely bal-anced layout pages for the different kinds of thingsyou’re likely to want to put on your slides. Forinstance, as you can see on your screen by now,Keynote starts out by displaying a title slide, which lets you type in a title andmaybe a subtitle. There are several kinds of slides for the body of your presentation,such as Title & Bullets, in which the content pages are laid out for bulleted text onthe left and a spot for a graphic on the right.

You’ll learn more about master slides in Chapter 10, but for now the importantthing to grasp is that master slides are the templates in each theme that make iteasy to create slides that are known to look good.

Adding Text to a SlideRight now, you’re staring at a title slide. To add text, double-click in the text box,and you see a blinking cursor. Type. You probably figured that out pretty quickly.

Your slide might look something like the one in Figure 1.5.

Later, you’ll learn to adjust text color, fonts, line spacing, and other formatting. Youcan play with the Inspector now—I’m sure you’ll figure it out quickly enough with-out my help—but we’ll cover all its options in later chapters.


You don’t have to startfrom scratch. Keynote lets

you import presentations fromother documents, such as Micro-soft PowerPoint and AppleWorks.It won’t take much fiddlingaround for you to find the File,Import menu, but if you have sev-eral more-than-vanilla presenta-tions, you’ll want to check outChapter 10, “Extending Keynote,”which covers other document for-mats in detail.

02 1010 ch01 1/28/04 12:49 PM Page 12

FIGURE 1.5

Thanks to

themes, a

Keynote title

slide looks pretty

good with no

help from you

whatsoever.


You don’t have to have a title and a subtitle on yourpresentation. If you don’t type anything in one of thespots where Keynote displays “double-click to edit,”those spaces will appear as a blank space in yourfinished presentation.

Adding SlidesYou can add a new slide to your presentation inone of three ways:

■ Click the + in the Keynote toolbar (it saysNew underneath). If you do not see a tool-bar, just select View, Show Toolbar.

■ Choose Slide and then choose New Slidefrom the menu bar.

■ Press Shift+„+N.

When you do any of these three things, you getanother slide that uses the Title & Bullets layout. Ifyou don’t like that layout, you can choose anotherby clicking the Masters button in the toolbar; let’sstick with the default Title & Bullets layout for now.

As with the title slide, this one lets you enter textsimply by double-clicking in the predefined text box.

Keynote expects thatyou’ll generally type into the

text boxes it provides on the masterslides, and most of the master slidesexpect you to be typing bulletsrather than some other kind of text.For most uses, that’s a reasonableexpectation. However, you aren’tconstrained by this bullet-centricity.As you’ll learn in Chapter 2,“Working with Text,” you canalways add a free text box, whichisn’t part of the master slide.

02 1010 ch01 1/28/04 12:49 PM Page 13

After you type each bullet, you press Enter (or Return, on some keyboards).Keynote automatically creates a new bullet and balances the spacing between thebullets. You can also create subsectioned bullets by pressing Tab.

Keynote doesn’t try to second-guess your design style. If you try to fit 10 bullets onthe page, the software will do its level best to accommodate you, even if the presen-tation gods would curse you for it. It won’t look good when you do this, mind you,but Keynote will let you do it.

You could go on for hours, creating nothing but bulleted slides, and I’m sure manyof your presentations do just fine with nothing else. (It’s your brilliant message theaudience is coming to hear, after all.) However, you didn’t buy Keynote to createonly plain-vanilla bullet slides, so read on.

Creating Tables in SlidesAh! Here you’ll finally get to play with something that makes Keynote special.Follow these steps to add a table to your presentation:

1. Choose Slide, New Slide to create a new slide.

2. From the Keynote toolbar, click the Masters button and choose Blank.

3. From the toolbar, choose Table. By default, Keynote creates a 3×3 grid (threerows and three columns) and brings up the Table Inspector; it also brings upthe Chart Data Editor, which looks like a mini-spreadsheet.

4. Double-click a text box inside the table and then start typing. Keynote auto-matically formats the text so that it fits neatly inside each cell. Pressing Tabtakes you to the next cell. Eventually, you’ll end up with something like thetable shown in Figure 1.6.

You can easily change the text alignment in acell by selecting a whole column or single celland then choosing a different alignment in theTable Inspector. Similarly, you can tell Keynoteto align cells to the top or bottom.


tipOne of Keynote’s delight-

ful features is its ability todrop graphics inside tables,as well as change the cellbackground. In Chapter 3,

“Using Tables,” you’ll learnhow to make your tables

look prettier.

02 1010 ch01 1/28/04 12:49 PM Page 14

Incorporating Charts in SlidesHow about showing some numbers? To do so, you create another new slide (I findusing the + in the Keynote toolbar the fastest way to do this), and from the Mastersbutton on the toolbar, choose Title Top. Type a title if you like and then clickChart in the toolbar.

Poof! Keynote creates a sample chart on the slide for you, as shown in Figure 1.7. Italso brings up the Chart Data Editor (a baby spreadsheet) and the Chart page of theInspector.


FIGURE 1.6

Creating a basic

Keynote table

takes very little

time.

FIGURE 1.7

When you create

a new chart in

Keynote, it sup-

plies a bit of

information to

get you started.

02 1010 ch01 1/28/04 12:49 PM Page 15

To get started with your chart, just type over the Region 1 and Region 2 data in theChart Data Editor, filling in your own data, as I did in Figure 1.8. The Chart DataEditor works just like a spreadsheet, so you can add and delete columns and rows byusing the buttons at the top of the dialog box. As you make changes, Keynoteadjusts the graph. Note that if you do not enter any data for a column or row,Keynote simply does not display that column or row.


FIGURE 1.8

Keynote automa-

tically adjusts

the data in your

chart as you

make changes to

the data.

If the labels on your chart are too long, there are a couple ways to fix them. First,see if another chart type will look better; make sure the chart itself is selected in theSlide Canvas. Then, using the chart type drop-down in the Inspector, see how the dif-ferent types work.

If they are still too long, you can change the ori-entation. With the chart still selected, choose X-Axis from the Inspector and then chooseDiagonal Labels. The result is better but stilltoo long; you need to shorten the text.

You need to go back to the Chart Data Editor.One way you can force labels to fit is to add asoft break in the title. Here’s how:

1. Select the title.

2. Position the cursor in between the wordsyou want to break.

3. Press Option+Enter to insert a soft break.

You’ll learn how to make charts do what youwant in Chapter 4, “Using Charts.” For now, youhave enough knowledge to move on to the nextpart of creating great presentation materials—adding graphics.

tipNotice that I reminded you

to ensure that the rightobject is selected on the SlideCanvas prior to selecting amenu? It may take you a little

while to get into the habitof selecting something

before you do something to it, butit’s a habit you need to develop.Otherwise, you’ll get frustrated bytrying to get to a menu you knowyou’ve seen but that seems tohave suddenly “disappeared.”

02 1010 ch01 1/28/04 12:49 PM Page 16

Including Graphic Images in SlidesKeynote gives you several ways to add pictures and other graphic images to slides.And when you have images on a slide, there are several tools that let you add shad-ows, position images precisely where you want them, and scale and rotate them sothat they look exactly as you envisioned them. You can use alignment guides, rulers,and positioning tags to make your graphics look more attractive. We’ll cover thesethings in later chapters. For right now we’re going to keep things simple.

I’ll show you two ways to get images into Keynote. Just be aware that you’ll learnmore about this in Chapter 5, “Working with Graphics.”

To add an image to your presentation, follow these steps:

1. Create another slide (by now you should have that + sign click down cold).

2. On the toolbar, choose the Masters button and then choose Photo Horizontal.Type a title, if you like, but the title is not what we’re paying attention to here, soit doesn’t really matter. Then click anyplace else on the slide.

3. Click the Inspector on the toolbar. On the Inspector, choose the SlideInspector tab, which is the first tab at the top. The Inspector then saysMaster & Layout on top (see Figure 1.9).


FIGURE 1.9

The Slide

Inspector

enables you to

choose some

important slide

options.

Slide Inspector

4. Under Background is a pull-down thatsays Color Fill. From that menu, chooseImage Fill. Choose a graphic (in TIF,JPG, or almost any other file format) fromsomewhere on your system.

tipIf you don’t have a photo

gallery handy, the easiestspot from which to get pic-tures to play around with isthe screen saver folder. From

the Finder, look in theLibrary Folder and then

Desktop Pictures.

02 1010 ch01 1/28/04 12:49 PM Page 17

Keynote stuffs your graphic into the box in the middle of the slide, as shownin Figure 1.10. Actually, it’s covering the slide with the graphic and then lay-ing a fat frame on top of it—rather the way you put a mat over a photobefore you hang it on the wall.


FIGURE 1.10

Keynote makes

sure your

graphic fits in

the frame.

Experiment with the Keynote master slides to see which layout works best for yourimages. You don’t have to go way up to the toolbar on top; the same list appears onthe Inspector, right above the background sec-tion you were just working with.

Perhaps you want to incorporate an image in adifferent part of the slide. This is no problem.Let’s look at another way to include an image inyour presentation, which will let you play with afew more features.

Create a new slide or just add the extra graphicto the current slide. Then follow these steps:

1. From the toolbar, choose Shapes andthen click the circle. Keynote adds a smallcircle in the middle of the Slide Canvas.

2. Move the circle to another part of yourscreen. Notice that Keynote shows somepositioning numbers as you do so. (We’lllook at those in depth later on.)

tipIf you experiment with the

graphic options, you mightlook for a way to crop theimage—that is, show justone face in the crowd or a

single leaf on a tree. If so,you’ll discover a limitation

of Keynote. You can’t do crop-ping. To crop images, you need touse another application (such asiPhoto or Photoshop Elements) tomanipulate the pictures beforeadding them to a slide.

02 1010 ch01 1/28/04 12:49 PM Page 18

3. Make sure your image is still selected, and then in the Inspector, click theGraphic Inspector tab, which is the second tab down—the one that lookslike a circle and a square. Under Fill, choose Image Fill and, as you did amoment ago, choose the picture you want to display. Keynote displays thegraphic inside the circle.

4. Experiment with Scale to Fill, Scale to Fit, Stretch, Original Size, andTile to see how Keynote changes the way the picture displays.

Using this method to insert a graphic gives you more options, as shown in the edits Ihave made to Figure 1.11. You can do the following:

■ Adjust the color and line weight around the image (Keynote calls it stroke) orhave none at all.

■ Change the opacity—the see-throughness—of the image so that anything thatis already on the slide shows through the graphic.

■ Add a drop shadow to the image, with a ridiculous number of adjustments (Imean ridiculous in a nice way, of course).


FIGURE 1.11

You can make a

number of

changes to your

images by using

Keynote.

You still have the circle selected, right? With your mouse, grab a corner and twist itaround to resize the image. You aren’t stuck with an ordinary circle; you can changewhat started out as a circle into another shape.

02 1010 ch01 1/28/04 12:49 PM Page 19

Organizing SlidesNo doubt, organization makes life much easier (yes, that includes your clothes closet).However, with a presentation, organization is of utmost importance. You want youraudience members to walk away from your presentation with a clear understanding ofthe material you presented, and you want them to remember what you said.

The trick, along with having some good presentations skills, is simply organization.Keynote gives you a great way to organize your thoughts into slides and then organizethose slides into a logical and meaningful presentation. The good news is that Keynoteis very forgiving, meaning that you can organize, disorganize, and reorganize at will.

Choosing a ViewAs mentioned earlier in this chapter, you work with slides in the Slide Organizer, but thecool thing is that the Slide Organizer gives you two different views. The default view isNavigator view. In Navigator view, which you’ll probably use most of the time, you see small slide icons representing each slide in your presentation. As you can see in Figure 1.12, if you click a slide in Navigator view, the slide appears on the Slide Canvas.


FIGURE 1.12

Navigator view

contains your

slides. You can

click a slide on

the left to see it

in on the Slide

Canvas.

Aside from the Navigator view, you can also use Outline view. To get to the Outlineview, you select View, Outline (or you can more easily just click the View buttonon the toolbar and then click Outline). Outline view, as you can see in Figure 1.13,shows a small slide icon but is focused on giving you the text for each slide.It’s…well…an outline!

02 1010 ch01 1/28/04 12:49 PM Page 20

FIGURE 1.13

You can use

Outline view to

get a quick look

at your slide

text.


Rearranging and Grouping SlidesSo, how do you organize slides? Like most things on the Mac, the task is simple. Youjust drag slides around in either Navigator view or Outline view as needed to reor-ganize them. You can move slides around at any time or in any way simply by drag-ging them to the place you need them.

Aside from this easy way to shuffle slides, youcan also group slides together for your own orga-nizational purposes. As you can see in Figure1.14, Slides 2, 3, 4, and 5 all reside under slide 1and are shown indented. Note that this groupingdoesn’t mean anything for the presentation itselfbecause the slides will be displayed in order, butthe grouping feature can help you as you organ-ize a presentation that has a lot of slides becauseit can help you keep the slides straight in yourmind.

To group slides, you simply select the slide thatyou want to indent and press the Tab key, or youcan just drag the slide slightly to the right in theleft pane of the Organization view. The slidebecomes indented, and the previous slide gets atriangle next to it. The slide will become indentedand the slide it resides under gets a triangle next

tipThe grouping feature

might seem a bit confusingat first, but just rememberthat the feature is there tohelp you, if you need it. If

you don’t need it, youdon’t have to use it. I usu-

ally don’t use the grouping featureunless I am preparing a very longpresentation with a lot slides. Inthose cases, the grouping featurehelps cut down on slide confusionas I am working in Keynote.

02 1010 ch01 1/28/04 12:49 PM Page 21

Playing the SlideshowReady to have a little fun? There is nothing more enjoyable in Keynote than gettingto play your slideshow for the first time. After all, playing the slideshow is the culmi-nation of your work!

The great news is that playing your slideshow issimple. Open the slideshow in Keynote if neededand then click the Play button on the toolbar.Or you can choose View, Play Slideshow ifyou like. Your Mac screen changes to display theslideshow full screen. Simply click your mouse toadvance through the slideshow and press Esc onyour keyboard when you are ready to leave theslideshow.


FIGURE 1.14

Grouping is an

organizational

feature that

helps you work

on your presen-

tation, but

groupings do not

affect the actual

presentation.

Expansion triangle

to it to denote that it contains a group. Click the triangle to hide or show the slidegrouping, as needed. You can group slides in any way that helps you. You can alsomove a group of slides to a new location in the Slide Organizer by simply draggingthe first slide (the one with the triangle) to the new location. This action will moveall the slides in the group.

tipIf you want to see only

part of the slideshow, in theSlide Organizer, select theslide you want to start with,and then click Play on the

toolbar.

02 1010 ch01 1/28/04 12:49 PM Page 22

Saving Your WorkWhen you create a presentation, you need to make sure you save your work so thatyou can access the presentation anytime you want. When you save a presentation,all your slides and content are saved into one Keynote file. Depending on your needs,you might put that file on a disk or CD and carry it with you to the place where youwill give your presentation, if you are not using your own laptop computer.

To save your work, just select File, Save As. A Save As dialog box (see Figure 1.15)appears. Give the presentation a name in the Save As text box and choose a placeto save it in the Where text box (it goes to Documents by default). Also notice thatthis dialog box has the check box option “Copy movies into document.” You use thisfeature if you put multimedia movies or sound files in your presentation (whichyou’ll learn more about later). If you select this check box, the movies and soundfiles are saved as a part of your presentation. This feature allows you to use the pres-entation file on a different Mac and still see the movies or sound files.


FIGURE 1.15

You need to give

your presenta-

tion a name and

save location. If

you are using

movies or sound,

consider copying

those into the

saved document.

If you don’t select the “Copy movies into document” check box, you can still useyour presentation on your Mac (as long as you don’t delete the movie or sound file),but if you transfer the Keynote file to a different Mac, the movies and sound will notappear in your presentation. As a safety measure, I always save my presentations sothat the movies are copied into the document, just in case.

Introducing BuildsLet’s say you are giving a presentation about last month’s sales at your company. Youcould use a pie chart, but wouldn’t it be cool if individual pieces of the pie could fly ontothe screen and fit together as you talk about them? Well, you can make this happen!

The process of animating slides is called builds, and it simply means that you selectdifferent items on a slide and apply a build style to them. When the slide first

02 1010 ch01 1/28/04 12:49 PM Page 23

appears, you can click to have individual build elements appear on the slide whenyou need them.

You can use builds with a number of different Keynote features. Builds have threemajor uses that you should keep in mind:

■ To animate slides—Animation provides visual interest and helps stimulatethe audience’s attention. A build is a like a nice cup of coffee during yourpresentation.

■ To disclose content in pieces—One of the great benefits of builds is theyenable you to disclose pieces of content on a slide in different pieces. Goingback to our pie chart example, you can have each piece of the pie appear onthe screen as you talk about it, rather than showing the audience the entirepie chart at one time. This helps keep your audience focused on what you aretalking about at the moment.

■ To show relationships—Because builds can introduce pieces of slide con-tent as needed, using builds is a great way to show relationships between dif-ferent items on a slide.

To create a build, you choose the slide you want to work on and use the BuildInspector by clicking the Inspector button on the toolbar and then clicking BuildInspector, as shown in Figure 1.16. Builds are not terribly complicated, but theydeserve some careful explanation, which you can find in Chapter 8, “ExploringTransitions and Builds.”


FIGURE 1.16

Builds, which

you create with

the Build Inspec-

tor, give you a

fun way to ani-

mate slides and

control slide

content.

02 1010 ch01 1/28/04 12:49 PM Page 24

Introducing TransitionsTransitions are simply graphic elements that move a presentation from one slide tothe next. First of all, you don’t have to use any transitions in your presentation ifyou don’t want to. When you simply click your mouse during a presentation, oneslide will disappear, and the next will appear. However, if you want to add a bit offlare and visual interest to a presentation, you should consider using transitionsbetween slides.

Keynote gives you several cool and smooth transitions, such as a cube effect, slideflip, mosaic, drop, twirl, and so forth. The good news is that you can easily select atransition for a slide and even adjust the speed of the transition to match the moodand speed of your presentation.

Once again, transitions are optional, but they do give a graphic flare to your presen-tation. You can learn more about using them in Chapter 8.

The Absolute MinimumWhen you need to put a Keynote presentation together in a hurry, just keep thesetips in mind:

■ Keynote provides you with a simple interface. Use the screen to work on yourslides, the Slide Organizer to keep everything in order, the Inspector to accessdifferent controls and features, and the toolbar and menu options to get toKeynote features.

■ To create a basic presentation, first choose a theme. Next, enter text, charts,tables, and photos, as needed, on your slides. Add more slides as necessaryand organize them by using the Slide Organizer. Use the Play function to seeyour presentation. Make sure you save your presentation.

■ Keynote is capable of advanced presentation features that are easy on yourbrain. You can make charts and graphs, work with multimedia, create slidebuilds, use transitions, and much more!


02 1010 ch01 1/28/04 12:49 PM Page 25

02 1010 ch01 1/28/04 12:49 PM Page 26

In this chapter

• Create and edit text on Keynote slides

• Learn to use a variety of fonts to add inter-est to presentations

• Work with spacing, bullets, and numberingfor a more professional look

• Make text work in your presentation for avariety of purposes

2

Working with Text

Let’s face it: For all the bells and whistles Keynote (or any other presen-

tation software, for that matter) provides, the crux of any presentation

is the text that the audience sees on the slides. After all, the purpose of

any presentation, regardless of the type, is to provide information to

audience members. Without that information, your presentation has no

meat. It’s like having a small appetizer and no meal.

03 1010 ch02 1/28/04 12:48 PM Page 27

The Truth About Presentation TextObviously, it’s more fun to work with graphics and photos than with text in a pro-gram like Keynote, and that’s fine. We’ll get to graphics in upcoming chapters, butbefore you get carried away with the cool features of Keynote, you need to stop andthink about what you want to say in your presentation. From there, you can buildthe text for your slides and make your presentation great.

Before we get into the Keynote interface and start working with text, let’s consider afew truths about text on slides. No, this information isn’t in Keynote, but it comesfrom someone who has used Keynote and other similar applications for presenta-tions and who knows a thing or two about presentations.

All too often, speakers and presenters end up using presentation software, such asKeynote, as a crutch. In other words, the slides actually become the presentation,and the speaker becomes someone who “helps” the slides. In reality, the slidesshould simply be a visual aid for a presentation. You should use slides to help con-vey your message, point out important issues, or show graphics that help explainwhat you are talking about. The slides you useshould back up what you are saying: The slidesshouldn’t be the presentation itself, with youmaking a few comments here and there. Don’tlet your slides take over! You are the presenter, so stay in charge and make your slides work for you.

With that thought in mind, then, what are somethings you should do when you create text forslides? There are few important ideas to keep inmind, and the following sections highlight thoseideas.

Make the Text Easy to ReadAs a Keynote user, you have a lot of different font and text style options available toyou. In fact, you can make any text look just about any way that you want, andyou’ll see how later in this chapter. At this point, however, the main question youneed to ask yourself is, “Should I?” Just because Keynote gives you a bunch of textand font style options doesn’t mean that you should try to use all of them. Theavailable options are there to give you the flexibility you need when you create apresentation, but all text is not created equal. In fact, many text fonts and styles areentertaining but difficult to read. For example, take a look at Figure 2.1.


tipYou should know what

you want to say in yourpresentation before youcome to Keynote to developyour presentation. Your best

starting point may still bethe old pencil and paper!

03 1010 ch02 1/28/04 12:48 PM Page 28

FIGURE 2.1

This Keynote

text is clear and

easy to read.

CHAPTER 2 WORKING WITH TEXT 29

Notice that the text on this slide is easy to read. The text option you see here comesdirectly from one of the theme templates, and I have not modified it in any way.Now, take a look at Figure 2.2.

FIGURE 2.2

This Keynote

text looks cool,

but it may be

difficult for audi-

ence members to

read.

This text also comes directly from a theme. It looks cool, but the problem is that thetext may be difficult for audience members to read.

As you are planning text, think carefully about the presentation. You want yourslides easy to read and easy to understand. If someone has to stare at the slide for a

03 1010 ch02 1/28/04 12:48 PM Page 29

moment to decipher the text, that is a moment he or she is trying to understandyour slide and not listening to you. You should choose text that is quickly and easilyreadable. Sure, you can use interesting or odd text as needed, but always think interms of readability, and as the old adage goes, “better safe than sorry.”

Keep It ShortSlide text should be used to present bursts of information—ideas the audience canquickly read and remember. Think of it this way: If audience members are takingnotes, what do you really want them to remember? This guiding question will helpyou create great slide text every time. As you are writing text, make sure you keep itshort. For example, take a look at the slide in Figure 2.3.


FIGURE 2.3

There is too much

information on

this slide.

As you can see, this slide has too much information. If you start creating a para-graph of text on a slide, that should be a warning sign to you. Audience memberswill pause and read the slide, ignoring you as they do. Also, from a distance, a para-graph of text is difficult to read. Sure, you can use a paragraph if absolutely neces-sary, but just remember that paragraphs of text on slides do not work well andgreatly slow down your presentation. Figure 2.4 shows the same information asFigure 2.3 but presents it in a bullet-point format.

As you can see, the bullet-point text conveys the same information as the paragraphtext, is easy and quick to read, and keeps the audience’s attention focused on you,the speaker!

03 1010 ch02 1/28/04 12:48 PM Page 30

Keep It SimpleConsider these two sentences:

■ Due to kinesic communication behavior, a public speaker may inadvertentlydisplay nonverbal communication cues.

■ Body language has a great impact on what you say.

These sentences say exactly the same thing. Kinesic communication refers to communica-tion of the body, or nonverbal communication, and it has a great impact on what a pub-lic speaker says. Now, imagine these statements on a slide. Which one would work best?

The point is simply this: The information that you put on your slides should be simpleand clear. Audience members should not have to grapple with the meaning of the texton a slide. Make the slide text clear and then feel free to add information about the textas you talk with your audience. Your audience has the job of understanding your mes-sage, so don’t make the audience’s job more difficult than necessary!

Highlight Main IdeasAs you prepare slide text, think carefully about what you want the text to say; makeevery word count. Your best bet is to always think in terms of main ideas. Following isan example of information you might want to convey to an audience:

This year, with the release of new products, we are expecting to see a thirtypercent increase in domestic sales, a twenty percent increase in foreign sales,and a staggering sixty percent increase in Internet sales. This upturn in salesis good news for all of us. Since most of us have some kind of profit sharingattached to our base pay, we’ll all make more money this year!


FIGURE 2.4

This bullet-point

text is quick and

easy to read.

03 1010 ch02 1/28/04 12:48 PM Page 31

What are the main ideas you could pull out on a slide? As you might guess, yourslide could look something like the example in Figure 2.5.


FIGURE 2.5

You can easily

pull out the

main ideas for

your audience’s

consideration.

The object here is to highlight the main ideas on the slide. As you talk about the main ideas,you can add any necessary details you like, butyou should keep the slide focused on the mainideas. Ask yourself “What do I really want myaudience members to know?” when you createyour slide text. This will help you scale downyour text to the main points.

Watch Your Spelling and PunctuationFirst things first: You are not writing a formalpaper for a Composition 101 class when you cre-ate text for your slides. You are free to use incom-plete sentences as needed, which is often the casewhen you use bullet points. As long as the bulletpoints are easy to read and make sense, you’re in good shape.

However, this doesn’t mean you can ignore every rule in the English languageeither. You need to be careful to watch your spelling and comma usage and makesure you use periods where they are needed. Mistakes on Keynote slides make youlook unprepared, so give your slides a thorough editing. It is also a good idea tohave someone else read your slide text for common usage and punctuation errors.

tipIn a technology world,

most presenters seem to gooverboard with information.Your best approach is toalways keep things simple and

understandable. You wantyour audience to leave

knowing what you said, not thatyou said so much it was confusing!

03 1010 ch02 1/28/04 12:48 PM Page 32

Don’t OvercrowdWhen you create Keynote slides, you might havea tendency to overcrowd the slides with text inorder to use fewer slides. Keynote lets you be theboss, and it lets you put a lot of text on a slide,but please don’t. Always use more slides insteadof crowding text onto slides. When you thinkabout text, try to keep each individual slide to aheading and a few bullet points or other chunksof text. Your audience should be able to readyour slide in a few moments.

Entering Text on SlidesAfter you have chosen a theme and decided onthe text you want to show, you are ready to enterthe text on your slides. The good news is thatKeynote attempts to help you by giving you slidetemplates and styles to work with. If you arehappy with what you see, all you have to do is double-click the text and type over it (see Figure 2.6). It doesn’t get any easier thanthis. Using the provided text boxes, you simply enter your own text, and you get asmooth-looking presentation without any hard work.


tipEveryone loves a good joke

or pun, but jokes and punsare often best left saidinstead of written on a slide.For some reason, jokes and

puns on slides often do notcome across well. I’m not

saying that you can’t use them in apresentation; you just need to bewary when you do. Cartoons oftenwork well on slides, but you needto make sure you are not violatingany copyright laws and that anycartoon you decide to use is appro-priate and comes off well.

FIGURE 2.6

You double-click

to enter your

text.

03 1010 ch02 1/28/04 12:48 PM Page 33

After you create the slide title page, click the New button on the toolbar to move tothe next slide. The next slide you see is a content slide, as shown in Figure 2.7. It hasa title field and generally a place to type bullets, depending on the template youhave chosen to work with.


FIGURE 2.7

Most content

slides give you a

title option and

a bulleted list

where you can

enter text.

To type bullet points, just type your text and press the Enter (or Return) key. Thiswill move you down a line and give you another bullet point. As you can see, thetext feature in Keynote works similarly to a basic word processing program.

If you need to change or edit any text you have already typed, just click where youneed to make the change, and the cursor will move to that location. Then you sim-ply fix the text as needed.

Deleting a Text BoxWhat do you do if a slide gives you a text box that you don’t need? For example,let’s say you are using a template, and a slide gives you a title and a field for text.However, you don’t want to use text on the slide, but you want to insert a photo-graph (which you’ll learn more about in Chapter 5, “Working with Graphics”). Noproblem. You can lose the text box. Click it one time, and little boxes appear aroundthe outside of the box, as shown in Figure 2.8. These boxes are called selection han-dles, and they give you control over the text box, graphic, table, chart, and anythingelse that you select. Simply press the Delete key, and the box disappears.

03 1010 ch02 1/28/04 12:48 PM Page 34

FIGURE 2.8

You can easily

delete a text box

if you don’t

want to use it.


Adding a Text BoxWhat if you need to add a text box to a slide? No problem. Just click the Text but-ton on the toolbar, and a new text box appears on the Slide Canvas. You can dragthe text box around so that it is placed where you need it, or you can simply double-click inside the box and start typing your text. You can also expand the text box sothat the text is centered on the slide by dragging the handles at either end of thebox, as shown in Figure 2.9. As you can see, Keynote is rather versatile and easy towork with!

FIGURE 2.9

You can move a

text box around

or expand it as

needed.

03 1010 ch02 1/28/04 12:48 PM Page 35

Working with Fonts and StylesFonts, also called typefaces, are a lot fun to work with because they allow you to cus-tomize your presentation and make the font look exactly as you like. You aren’tstuck with the font that accompanies the template you selected.

To change a font, just select the text you want to change (or just click inside the textbox to change it all) and select Format, Font, Show Fonts. As you can see inFigure 2.10, the Font dialog box that appears is the same thing you see in Mac OS X.All you have to do is select the font you want to use and change the size if necessary.


FIGURE 2.10

You can use the

Font dialog box

to select a differ-

ent font.

What fonts should you use? That is entirely up to you and the needs of your presen-tation, but here are a few pointers. First, serif fonts, such as Times New Roman,Baskerville, New York, and Palatino, work great for titles. They have a formal feelingand are easy to read. For a less formal approach and for bullet or body text, sansserif fonts, such as Arial, Tahoma, and Optima, all work great. You don’t need tomemorize font types in order to make a good selection; just let your eyes guide you.Choose a font and take a critical look at the text. Then ask yourself if the style workswell with your discussion and if the font is easy to read. Some fonts have a lot ofcurly-cues and other features that may take up more room on your slide, so takethat issue into consideration as well.

To use the Font dialog box, you simply choose a font family, a typeface, and a size.First, you use the scrollbar and under the Family category to choose a font family,such as Arial, Helvetica, or Baskerville. Depending on the family you choose, youmight have some Typeface options. The Typeface options determine how the fontlooks, such as condensed, light, bold, regular, and so on. The options differ, depend-ing on the font. Simply scroll through the Typeface list of options and select any-thing you like. Next, under Size category, scroll through the size list and select thefont size that you want to use.

03 1010 ch02 1/28/04 12:48 PM Page 36

Notice that above the Family, Typeface, and Sizeoptions are drop-down menus for Spacing (the optionsare none, single, double, and color), TextStrikethrough (the options are none, single, double,and color), Text Color (if you click this option, theColors dialog box appears), and Document Color(if you click this button, the Colors dialog boxappears). As you can see, you simply click yourway to the fonts and styles that you want.

Now, there are some extras on the Font dialog boxthat I want to point out, simply because you’llprobably find some of the features useful. Click theAction drop-down menu (the button that lookslike a wheel or gear in the lower-left corner of theFont dialog box, next to the Add [+] and Delete [-]buttons) to access the menu (see Figure 2.11).


You can use the Sizebox’s scrollbar to choose a

size variation. Just move it up ordown, and you’ll see examples of the font size options in the dialog box.

FIGURE 2.11

The Action

menu provides

access to addi-

tional options

when you’re

working with

fonts.

The following options are available:

■ Add to Favorites—This option adds the font selection to your favorites list.

■ Show/Hide Preview—I like this option because it shows a preview of thefont in the Font dialog box. This way, you can see exactly how the font willlook before you apply it to your text. You can also choose to hide this optionif you do not want to see a preview.

03 1010 ch02 1/28/04 12:48 PM Page 37

■ Show/Hide Effects—This feature allows you to see or not see effects thatyou add to fonts, such as shadowing, color, and so on.

■ Color—The Color option opens the Colors dialog box so you can change thecolor of your text. See the next section, “Using the Text Inspector,” for moredetails about working with color.

■ Characters—This allows you to see characters that you can insert into text,such as math characters, stars, arrows, and a host of others.

■ Edit Sizes—This feature allows you to edit the default slider list of font sizesand even enter new sizes and create fixed size lists.

■ Manage Fonts—This option takes you to the Internet, where you can findmore fonts and download them to your computer.

As you are thinking about fonts, it is important not to get “font happy.” For example,take a look at Figure 2.12.


FIGURE 2.12

Using too many

fonts on the

same slide does

not look good.

Have you ever visited a Web site that looked like the author tried to use every Webgraphic in the world? I thought so. You can get into the same kind of trouble withKeynote fonts. Just because you can use multiple fonts on a slide doesn’t mean thatyou should. Sure, feel free to mix fonts, but always ask yourself why you’re doing so.Contrasting fonts work well to highlight certain ideas, but for the most part, yourslides will be easiest to read if you stick to the same font. Avoid using different fontsexcessively because that makes slides start to look comical and detracts from theircontent.

03 1010 ch02 1/28/04 12:48 PM Page 38

Using the Text InspectorYou can use the Text Inspector to manage text quickly and easily. Like most thingsin Keynote, the Inspector gives you some helpful features and quick options forworking with text. You can access the Text Inspector by first selecting some text on a slide and then clicking the Inspector icon on your toolbar. As you can see inFigure 2.13, the Text Inspector gives you a few helpful options. The following sec-tions explore these features.


FIGURE 2.13

The Text

Inspector gives

you quick and

helpful options.

Changing Text ColorKeynote doesn’t keep you tied to the same text color that the theme provides. In fact,you can easily change the text color to anything you want. The Colors dialog boxgives you several options for quickly selecting color (see Figure 2.14). First, you canchoose a color by simply clicking the color wheel. If you don’t like using the wheel,you can choose to use the color sliders, color palettes, image palettes, or crayons.These variations simply give you more options for selecting color. Also, notice theOpacity slider at the bottom of the dialog box. The opacity of a color refers to howtransparent the color appears. The higher the opacity setting, the darker or brighterthe color appears. The lower the opacity setting, the lighter or more transparent thecolor appears. This feature allows you to increase or decrease the opacity of a basecolor to effectively get the color shade that you want.

Color box

Text alignment buttons

Top, Center, and Bottomalignment buttons

03 1010 ch02 1/28/04 12:48 PM Page 39

FIGURE 2.14

The Colors dia-

log box allows

you to change

the color of text.


To change the color of text, follow these steps:

1. Select the text and then click the Inspector button on the toolbar.

2. Click the color box on the Text Inspector, which opens the Colors dialogbox, as shown in Figure 2.14. Or, you can just click the Colors button on theKeynote toolbar.

3. Click a color picker option at the top of the Colors dialog and then select acolor. In Figure 2.14, the color wheel is selected. Simply click a color on thewheel to apply it to your text.

4. Drag the slider to adjust the opacity of the color as needed.

5. Take a look at the opacity on the slide. If you like what you see, close the TextInspector. If not, go back to the Text Inspector and adjust the opacity again.

As you can see, changing text’s color is quick and easy, but you need to make surethe text color you choose looks good and matches with the theme you are using. Thecolor should contrast against any background colors or graphics so that audiencemembers can easily read the text. White text on a black background or black texton a white background is always safe. Be careful with combinations such as paleyellow on a gray background.

Managing Text Alignment and SpacingYou can use the Text Inspector to align text in a text box. Keep in mind that whenyou work with text, alignment and even spacing are maintained within the textbox. Therefore, if you choose a left-justified alignment, the text is left-justified withinthe text box where it resides.

You can easily change the alignment of text by selecting the text and accessing theText Inspector. Then you can choose an alignment option by clicking a providedbutton (refer to Figure 2.14). You can choose left alignment, center, right alignment,

Color Picker options

Click to select a color

Drag to adjust theopacity of the color

03 1010 ch02 1/28/04 12:48 PM Page 40

or block alignment. You can also choose to align the top, center, or bottom of thetext box. This feature can be particularly helpful with titles. For example, take alook at Figure 2.15.


FIGURE 2.15

Keynote provides

several helpful

text alignment

options.

For the most part, the left alignment option is the best choice. After all, most textthat we read is left-aligned. So when might you use the other options? That alldepends on the slide. As you work with differentslides, you might include both text and graphics textand tables or charts. In this case, you might workwith text that needs to fit into a certain area orlook a certain way to match up with other slide ele-ments. In this case, the alignment options mayhelp you because you can justify the text within thetext box in a way that looks best on the slide.

In the center of the Text Inspector are some helpfulspacing options. Select the text you want to changeand use the Character, Line, and Bullet sliderbars to adjust the spacing of text that appearsbetween characters, lines, and bullets, respectively.As you can see in Figure 2.16, I have changed thecharacter alignment to make the title charactersspread out.

Of course, you need touse some reason and com-

mon sense when you use theSpacing options. As you can see inFigure 2.16, the spacing feature is agreat way to make text fit in a cer-tain area as you might need it to.

03 1010 ch02 1/28/04 12:48 PM Page 41

FIGURE 2.16

You can use the

Spacing options

in the Text

Inspector to

adjust the space

between charac-

ters, lines, and

bullets.


Using Bullets and NumberingBullets and numbering are a key part of most slides that have text. In fact, mostinformation that you choose to put in text form in a presentation uses a bullet ornumber format. The simple fact is that bullets and numbers are easier for people toread and remember.

When you choose to use bullet text, Keynote provides you with a default bullet ornumber list. However, you can make some changes to the bullets or numbers byusing the Text Inspector. If you select a bulleted or numbered list and then click theInspector button on the toolbar to open the Text Inspector, you see the TextInspector, as shown in Figure 2.17.

FIGURE 2.17

You can adjust

bullets and

numbering on

the Text

Inspector.

03 1010 ch02 1/28/04 12:48 PM Page 42

Notice, first of all, that the Text Inspector has a drop-down menu where you canchoose Text Bullet, Number, Custom Image, Image Bullet, or None. However, youmight want to use a custom bullet, such as a GIF or JPEG image you have down-loaded from the Internet or that you have in another graphics program. Keynotegives you a lot of flexibility with bullets and numbers.

Notice also that you can align the bullets and numbers to move them up and downas needed so that they align correctly with the text. Also, you can adjust the size ofthe bullets or numbers by using the spinners next to the Size field or by typing in anew size. You can change the color of the bullets or numbers by using the Color box.Just click the Color box, and you’ll see the Colors dialog box once again. Finally,the Scale with Text check box is selected by default so that Keynote can try to keepthe bullets or numbers from overwhelming the text.

If all this sounds a bit overwhelming, just keep in mind that these options are pro-vided to give you the extreme flexibility you want. You don’t have to actually useany of them, but the point is that you can adjust the bullets and numbering in justabout anyway that you like.

Let’s take a look at an example. The following steps show you how to use a customimage as a bullet:

1. In Keynote, click the New button to create a new slide.

2. Click the Masters drop-down menu and choose the Title & Bullets master.

3. On the slide, type the first bullet and then click the Inspector button on thetoolbar.

4. Choose the Text Inspector, and under Bullets and Numbering, choosethe Custom Image option.

5. Click the Choose button at the bottom of the Text Inspector and then browseyour computer to choose any image file. A picture file will work nicely.

6. Select the image file you want and click Open. The picture now appears onyour slide as a bullet, and each bullet you add to this slide will also use theimage (see Figure 2.18). Very cool!

As is often the case in Keynote, you have a lot of options, but be wary of overdoingit with bullets and numbers. The image bullet options can be a lot of fun, as youcan see in Figure 2.19, but be careful. In the end, bullets and numbers are just orga-nizational features, and you shouldn’t liven them up so much that they get moreattention than the text or other graphic on your slide. You need to take a hard lookat the bullets and numbers and make sure they fit with the style of your slide and, ofcourse, exercise some common sense.


03 1010 ch02 1/28/04 12:48 PM Page 43

FIGURE 2.18

Using a photo to

create a bullet

can add some

visual interest to

a slide and keep

your audience

focused on your

material.


FIGURE 2.19

Image bullets

can add a lot of

flash to your

slide, but use

them with care

so you don’t

overwhelm your

text.

03 1010 ch02 1/28/04 12:48 PM Page 44

FIGURE 2.20

You can use the

ruler to change

the text tabs as

needed.


Importing TextYou may have already created text in a wordprocessing program that you would like toimport into Keynote. Due to the nature of slidesin Keynote, you can’t directly import text. Youcan, however, copy and paste text from anyother Mac application, and you can directlyimport PowerPoint presentations into Keynote.See Chapter 9, “Viewing and Printing aPresentation,” to learn more about importingPowerPoint presentations.

tipIf you get text tab happy

and foul everything up,don’t worry: You can goback to the theme’s defaultseasily. Just click Format,

Reapply Master toSelection. This, however,

will also change the bullet stylesand font settings back to those ofthe master theme as well.

Setting Text TabsBy default, each theme is preset with its own text tabs. Text aligns and falls based onyou pressing the Tab key and entering that text. However, if you want to change thetext tabs, you can do that easily in order to make the slide look the way you want.In Keynote, click View, Show Rulers. This turns on the Rulers features, as you cansee in Figure 2.20. You can see the text tab marks on the top ruler. Simply move theslider arrows to adjust the tabs as necessary. If you want to adjust only one line oftext, select it first and then use the slider arrows.

03 1010 ch02 1/28/04 12:48 PM Page 45


The Absolute Minimum When you are working with text in Keynote, just keep these tips in mind:

■ Think and plan carefully when you insert text. Remember that text is themain point of your slides, so think about what the text conveys. Keep yourtext short, simple, and to the point. Audience members most easily remembershort bursts of information.

■ Themes provide you with standard text boxes that you simply double-click toenter text.

■ Use the Text Inspector to adjust text colors, alignment, spacing, and bulletsand numbers. Use the Font dialog box to make changes to fonts and theColors dialog box to add color to text.

03 1010 ch02 1/28/04 12:48 PM Page 46

In this chapter

• Create tables that make your content clear

• Format and use table content

• Make tables look the way you want

• Work with cells, rows, and columns tomake your information shine

3

Using Tables

Tables, along with charts, which we will explore in Chapter 4, “Using

Charts,” are mainstays of presentation. After all, a table can be a great

way to show your audience members information and help them

understand some concept or idea you are trying to get across.

The good news is that you won’t have to spend a lot of sweat and tears

with tables in Keynote. As with most things in Keynote, the software

does most of the hard work for you so that you can focus on your pre-

sentation’s content. In this chapter you’ll learn how to create, cus-

tomize, and manage tables in presentations.

04 1010 ch03 1/28/04 12:45 PM Page 47

The Wonderful World of TablesOkay, maybe tables aren’t like flashy graphics or cool multimedia that will dazzleyour audience, but let’s also face the facts: Depending on the kind of presentationyou are tackling, tables can be very helpful in a number of ways. The purpose of atable is to display information to your audience. The table gives the audience mem-bers an organized, systematic look at some content you are presenting, and in real-ity, content presented as a table is easier than text information for audiencemembers to remember later because it gives what might be boring content a visualimpact. For example, take a look at the table in Figure 3.1.


FIGURE 3.1

Tables present

information in a

clear and con-

cise manner.

This table takes a simple three-column and two-row approach that gives sales fig-ures for different periods of the year. The table is very basic in nature, but it makesotherwise bland information more interesting and easy to understand. You couldjazz this table up a bit by using more colors and even marking the low period (sum-mer) in red or using a graphic, which you’ll see how to do later in this chapter.

When should you use a table? Here are some quick tips to remember:

■ Use tables to present numbers and figures—The table format naturallylends itself to numbers and figures and keeps audience members from gettinglost in a jumble of numeric information. If you use numbers and figures in apresentation, you should think in terms of tables.

■ Use tables to show contrasting information—Tables work great whenyou have different pieces of information that fit together or contrast in someway. The table format helps show relationships between pieces of data in amemorable way.

04 1010 ch03 1/28/04 12:45 PM Page 48

■ Use tables to show time line issues—If you are talking about differentperiods of the year or even periods of different years, you can use a table toshow the information. Tables can help audience members establish a mentaltime line that gives greater meaning to information.

Can you overuse tables? Sure. As with any presentation element, you should ques-tion yourself if you have table after table in your presentation. Use tables whenneeded, but use them sparingly, or they start to lose their impact. Keep it simple,keep it clear, and make sure the table has a solid purpose before using it in yourpresentation.

Creating a TableYou can create a new table on a slide by following these steps:

1. Click the New button to create a new slide.

2. Click the Masters button on the toolbar and choose the Blank master.

3. Click the Table icon on the Keynote toolbar or select Edit, Place, Table.The table appears on the slide canvas, and the Table Inspector opens, asshown in Figure 3.2. Notice that, by default, Keynote creates a 3×3 table.

CHAPTER 3 USING TABLES 49

FIGURE 3.2

A simple table is

inserted, and the

Table Inspector

appears.

You can resize the table by using the selection handles. Simply drag them to shrink,enlarge, or resize the table in any fashion that you want (see Figure 3.3). You canalso move the entire table around by positioning your mouse anywhere on the table(except the selection handles) and dragging.

04 1010 ch03 1/28/04 12:45 PM Page 49

FIGURE 3.3

You can resize

and move a

table as needed.


Moving Around in a TableYou can easily move around in a table in a few different ways, depending on whatyou want to do. First of all, keep in mind that you can select the entire table byclicking outside the table and then clicking the table one time. This allows you toresize the table and move it around as described in the previous section.

You can also move around in the individual cellswithin the table. Here’s how:

1. Click outside the table and then click thetable to select it.

2. Click the desired cell. Yellow highlightappears around the cell’s border so that youknow the cell is selected.

3. When a cell is selected, press the arrow keyson your keyboard to move from cell to cell.

You can also select cell borders and adjust them as you like. Just select the cell and then click thedesired border. This action highlights the border soyou can drag it as needed to change your table, asshown in Figure 3.4.

When you drag toresize, the entire row or col-

umn will be affected, depending onwhich border you’re moving.

04 1010 ch03 1/28/04 12:45 PM Page 50

Entering and Formatting TextTables are designed to hold information, primarily text that describes the content ofthe table. After all, it is data that is on display—the table is essentially an organiza-tional method that makes the data easier to read and understand. Therefore, youneed to enter text in a table, make it fit, and make it look the way you want it tolook (and in a way that makes it easy to read).

First things first: You can easily put text on a table by selecting an individual cell.Just click the cell to highlight it and then use your keyboard to enter the text youwant (see Figure 3.5).


Drag to resize

FIGURE 3.4

You can select

and drag borders

in order to

change a table’s

appearance.

FIGURE 3.5

You can select a

desired cell and

type your text.

04 1010 ch03 1/28/04 12:45 PM Page 51

As with any other text, you can change the font, color, and style of table text. Bydefault, the text you type in a table adheres to the text style used in the templateyou have selected. But that text might not work as well in a table as it does in othercases, so you might have to change it.

To change your text, do the following:

1. Click inside the cell that contains the text you want to change and then dragover the text, holding down the mouse to select it.

2. Select Format, Font, Show Fonts to open the standard Fonts dialog box,where you can select a font family, a typeface, and a size.

3. Use the Action drop-down menu in the Fonts dialog box to make anydesired font changes. See Chapter 2, “Working with Text,” for additionaldetails about the Action drop-down menu.

Of course, you need to use some common sense when you are working with fontsand tables. You want the information to be very clear and quickly readable. Forexample, take a look at Figures 3.6 and 3.7.


FIGURE 3.6

This table uses

the Helvetica

font and it is

easy to read.

04 1010 ch03 1/28/04 12:45 PM Page 52

FIGURE 3.7

This table uses

the Party LET

font. As you can

see, it is rather

difficult to read.


Figures 3.6 and 3.7 use Helvetica, which is a standard Mac font, and Party LET,which is the font most often used for fun text. Obviously, Helvetica is much easier toread, and that’s what you want. Table data is not the place to get creative with fontstyles. As you create tables and enter text, keep the following points in mind:

■ Use clear, easy-to-read fonts, colors, and styles—If you are going to err,err on the side of plainness. You want the table easy to read (and quick toread as well). Audience members should not have to work to read the tabletext.

■ Keep it very short—A couple words in a cell is best. Table text is not theplace to wax poetic, so keep it extremely short and informative.

■ Don’t overcrowd tables with cells and text—Remember that a tableshould show relationships between pieces of information, but your audienceshould not have to study your table in order to comprehend your intendedmeaning.

Aligning TextYou can easily manage the alignment of text by using the Table Inspector. Here’show:

1. Click the Inspector button on the toolbar or select View, Show Inspector.The Table Inspector appears.

2. Click the Table button on the Table Inspector.

04 1010 ch03 1/28/04 12:45 PM Page 53

3. As shown in Figure 3.8, you have the option to manage the alignment of thetext within your table. The first four buttons allow you to left-justify, center,right-justify, or simply justify, which distributes text evenly. Select a cell thatcontains text and click the alignment option you want. Keep in mind thatcenter alignment (which is the default) often looks the best.


FIGURE 3.8

Use the

Alignment but-

tons to deter-

mine how text

aligns within a

cell.

4. To manage the vertical alignment of text within the cell, use the verticalalignment buttons on the Text Inspector to align text to the top of the cell,the center of the cell, or the bottom of the cell. Again, the center option is thedefault and most often looks the best. Figure 3.9 shows three columns. Thefirst column has the text aligned to the top of the cell, the middle column hasthe text aligned to the center of the cell, and the last column has the textaligned to the bottom of the cell.

As with other things in Keynote, you can return to these options and change themat any time.

Vertical alignment buttons

Text alignment buttons

04 1010 ch03 1/28/04 12:45 PM Page 54

Quick Text TricksBefore we move on, there are a couple quick text options I want to mention that willmake your work easier. First, keep in mind that you can work with individual cells oftext, multiple selected cells, or an entire table. To make a change, such as a font oralignment change, to the text within a certain cell, just select the cell. If you want tochange several cells at the same time, hold down the „ key on your keyboard andselect the cells. You can then change the font or alignment of these cells all at thesame time. Finally, you do the same thing by simply selecting the entire table. Justclick outside the table to make sure none of the cells are selected and then click thetable one time to select it. You can then use the Fonts dialog box to change all thefonts, or you can use the Text Inspector to change the alignment of all the text.

One final tip I would like to point out concerns dragging text. Let’s say you are cre-ating a table that has the same text in several cells, which is common in the case ofnumeric values. In this case, you can simply copy and paste text between cells.Using the mouse, you simply select the desired values and choose Edit, Copy. Thenyou position the cursor where you want to paste the text or numbers and chooseEdit, Paste.

If you type text in a cell and then decide that you want to move the text, you cansimply drag the text to the desired cell and drop it there, as shown Figure 3.10. Justselect the cell and drag the text from the selected cell to the new cell where you wantthe text to reside.


FIGURE 3.9

The alignment

options give you

control over the

appearance of a

table.

04 1010 ch03 1/28/04 12:45 PM Page 55

FIGURE 3.10

You can drag

the text in the

bottom-left cell

to the bottom-

right cell rather

than retype it.


Formatting Cells, Rows, and ColumnsYou can use the Table Inspector to quickly create simple tables that contain thenumber of rows and columns you need. You can also use the Table Inspector to cre-ate more advanced tables that take advantage of splitting andmerging cells so that the table meets your needs.

To adjust cells as needed, you once again use theTable Inspector. Just click the Inspector buttonon the toolbar and then choose the Table optionat the top of the Inspector.

Choosing the Number of Columns andRows in a Table

In the first part of the Table Inspector, you canchoose the number of rows and columns that youmight want, as shown in Figure 3.11. Just clickthe spinner arrows next to the Rows andColumns fields to increase or decrease the num-ber of rows and columns in the table. The tablewill automatically adjust to accommodate yourchange.

You can make tablesthat are as complex asyou want. However,keep in mind that youraudience has to be able tointerpret your tables. When youraudience members look at a table,it should make perfect sense quicklyand easily. A table that has a con-glomeration of complicated cellsoften is not readily clear andrequires a bit of study. So, onceagain, err on the side of simplicityand make sure that each table iseasy to understand.

caution

04 1010 ch03 1/28/04 12:45 PM Page 56

FIGURE 3.11

You can easily

adjust the num-

ber of rows and

columns in a

table by using

the Table

Inspector.


Merging and Splitting Rows andColumns

You can use the Table Inspector to merge cells,split rows, and split columns. First of all, youmight not like the default cell constructionKeynote gives you, or you might need larger cellsthan normal. No problem. By using the TableInspector, you can merge cells together so thatthey become one. Here’s how:

1. Select two or more adjacent cells by hold-ing down the Shift key on your keyboardand clicking the cells (see Figure 3.12).

2. Click the Merge Cells button in the TableInspector to merge the cells together (see Figure 3.13).

Just as you can merge rows or columns, you can also split them. You might use thisfeature when you need to subdivide data so that it is easier to read. Follow thesesteps:

1. To split a row, column, or cell, select it with your mouse. If you need to selectmultiple cells, hold down the Shift key and click them.

2. On the Table Inspector, click either the Split Rows button or theSplitColumns button, as needed. Essentially, the Split Rows button creates a hori-zontal split in the cell, and the Split Columns button creates a vertical split.

tipOf course, you can quickly

run out of table room on aslide, so you’ll have to honeyour table down a bit if it isgetting too large or consider

subdividing the presenta-tion information into two

tables on different Keynote slides.

04 1010 ch03 1/28/04 12:45 PM Page 57

FIGURE 3.12

You hold down

the Shift key to

select multiple

cells.


These two cells are selected

FIGURE 3.13

Two cells

become one.

04 1010 ch03 1/28/04 12:45 PM Page 58

Adjusting the Cell BorderYou can easily change the borders of individual cells or of a whole table by using theCell Border section of the Table Inspector. To change the thickness of a table or cellborder, follow these steps:

1. Click the table once to select the whole table or click the individual cell whoseborder you want to adjust.

2. Click the Inspector button on the toolbar and then click the Table buttonat the top of the Inspector.

3. Click the up and down spinner arrows next to the Cell Border field toincrease or decrease the thickness of the border. Alternatively, you can clickthe pop-up menu next to the Cell Border field and choose a line thicknessfrom the list. Your changes are automatically applied to the table so you cansee the effect right away.

4. If you don’t like the look, just make additional changes on the TableInspector, or you can select Edit, Undo to undo your changes.

Adjusting borders has a few helpful uses, such as

■ You can easily change the overall look of a table by simply adjusting all thecell borders and colors. As you can see in Figure 3.14, just a slight increase incell border thickness can make the table look a bit stronger.


FIGURE 3.14

A stronger cell

border can make

a table stand

out.

■ You can call attention to individual cells by making a cell’s border a bitstronger than the borders of other cells. This works well when you use addi-tional styles with your text, such as boldface, as you can see in Figure 3.15.

04 1010 ch03 1/28/04 12:45 PM Page 59

FIGURE 3.15

You can make

individual cells

stand out by

adjusting their

borders.


You can also change the color of a cell or table border:

1. Click the table once to select the wholetable or click the individual cell whoseborder you want to adjust.

2. Click the Inspector button on the tool-bar and then click the Table button atthe top of the Inspector.

3. Click the color box just below the CellBorder field in the Table Inspector. TheColors dialog box opens, as shown inFigure 3.16.

4. Use the option buttons across the top ofthe Colors dialog box to select a method ofpicking a color. For example, Figure 3.16uses a spectrum to find a new color.Simply locate the color you want and clickit to apply it to your table.

5. You can adjust the opacity of the table border color by using the Opacityslider. When set to a lower number, the Opacity setting allows some of thebackground color to bleed through the border color, giving it a somewhattransparent look. You can set it to a higher number to achieve a more solid-colored border.

tipIf you start to change a

cell border, ask yourself whyyou’re doing it. There is adanger with any software todo things simply because you

can rather than for any par-ticular need. Always take a

step back and look critically atyour table to make sure you havea good reason for the change youare making.

04 1010 ch03 1/28/04 12:45 PM Page 60

6. Click the Close button in the upper-left corner of the Colors dialog box whenyou are finished.

Again, feel free to customize the color in any way you like, but make sure the coloryou choose matches the rest of your slide colors and simply looks good. Remember:You want the data in the table, not the table border, to get the attention.

Choosing the Cell BackgroundYou are not stuck with the default theme back-ground coming through your table. If you like,and if your slide looks good with the option, youcan fill the table background by using the CellBackground feature, which is also found in theTable Inspector. This option works great because itcan make your table stand out a bit and you canuse contrasting colors against other slide elements.You can even use an image to fill the backgroundif you like. For example, in Figure 3.17, I haveused the Table Inspector to add an image fill, andI have scaled the image to fill the entire table, sim-ply by clicking a few drop-down menu options. It’sthat easy!


Click a color to select it

FIGURE 3.16

This is the stan-

dard Mac OS X

Colors dialog

box that you see

any time you

start to change

the color of any-

thing in Keynote.

tipYou can apply background

fills to individual cells, a row,a column, or an entire table.Simply select the entire tableor individual rows, columns,

or cells before applying thebackground fill.

04 1010 ch03 1/28/04 12:45 PM Page 61


Fill drop-down menu

Interested? I thought so! Here’s how you do it:

1. Select the table.

2. Click the Inspector button on the toolbarand then click the Table Inspector option.

3. On the Table Inspector, click the CellBackground drop-down menu and choosean option. You can apply a color fill, a gra-dient fill (which uses two contrasting colorsthat blend into each other), or an image fill.Depending on the option you selected, addi-tional selection options appear under on theTable Inspector so that you can select yourcolor, gradient, or image.

4. Make a selection from the options thatappear under on the Table Inspector, and itwill be applied to your table.

Inserting Graphics in TablesCertainly, text works great in tables, but what if you want to put an image or a pic-ture in one of the cells within a table? For example, let’s say that you have somesales numbers, and for a quarter of the year that is not finished, you want to placean image that shows the prospective outcome rather than a number guess. No

Always take a criticallook at your table and

make sure the colors, gradients, orimages actually look good andmatch the rest of your slide. Andalways, remember that these itemsshould help your table content—not detract from it.

FIGURE 3.17

Image Fill is just

one of the cell

background

options.

04 1010 ch03 1/28/04 12:45 PM Page 62

matter what you want to do, you can put pictures and images in table cells, andKeynote does all the scaling and formatting for you, which is really nice.

To put a graphic in a table, you need to return to the Table Inspector. Select the cell inquestion on your table, and then under Cell Background on the Table Inspector, dragthe image to the image well, or just click Choose to locate the image on your Mac.

Choose the Scale to Fill option, and the image is scaled to fit inside the cell, as youcan see in Figure 3.18. It’s simple and easy! At this point, the image is a part of yourtable, and if you move the table around, the image will stay in the cell and remainformatted correctly.


FIGURE 3.18

You can fill a

single cell with

an image

quickly and

easily.

The Absolute Minimum Tables are really easy to create and use because Keynote makes them that way.When you work with tables, keep the following issues in mind:

■ Think carefully about table content. Use tables to present contrasting infor-mation and data that can be viewed in a visual way. Tables work great forseries of numbers and information that functions on a timetable basis.

■ Enter table text and content just as you would with any other slide element.Use the Fonts dialog box to make adjustments to fonts and text colors asneeded.

■ Use the Table Inspector to adjust the rows and columns of a table. You canalso use the Table Inspector to manage text alignment, cell borders, and cellbackgrounds, including background formatting for the entire table.

04 1010 ch03 1/28/04 12:45 PM Page 63

04 1010 ch03 1/28/04 12:45 PM Page 64

In this chapter

• Create effective presentation charts

• Make chart data look great

• Choose and work with different chart types

• Use and master chart components to give apresentation an extra edge

4

Using Charts

A chart is a graphical representation of some information, usually num-

bers, percentages, and other basic types of data. In a nutshell, a chart

is used to make data easier to understand. A chart is a lot like a table in

that it presents data in a logical manner. Unlike a table, a chart is a visual

representation of data.

In this chapter, you’ll learn just about everything there is to know about

creating and using charts in Keynote, and you’ll see just how easily and

beautifully Keynote handles charts.

05 1010 ch04 1/28/04 12:44 PM Page 65

The Wonderful World of ChartsAs you work with Keynote, you’ll probably find many opportunities to create charts,depending on the kind of presentations you do. Sales figures, quarterly earnings,growth plans, income and expense, and other types of comparative data are greatchart fodder. The good news is that Keynote makes charting rather easy, but Keynoteoffers a number of formatting and usage options that you need to know about inorder to make the most of charts in Keynote.

Chapter 3, “Using Tables,” mentions that tables are helpful in a variety of situations,although they’re not the most exciting part of creating Keynote presentations.Charts are a different story. Charts give you a great way to make data visual, andthe great news about visual data is that it is easier for audience members to under-stand and retain. In short, a chart gives you a way to make otherwise static datacome to life, and that’s always a great thing in a presentation. For example, take alook at the chart in Figure 4.1.


FIGURE 4.1

Tables make

static data

visual.

As you can see, this chart makes data interesting. Without the chart, as the speaker,I have to say some things like, “In 2001, Region 1 saw growth of 25,000 whileRegion 2 saw growth over 50,000, and in 2002…blah, blah, blah.” Spoken data likethis can lull you into a coma. That’s where the beauty of charts comes into play. If Iuse a Keynote chart, I can easily display the data in a chart format and then talkabout the chart content in a much more dynamic way.

When should you use a chart? Here are some quick tips to remember:

■ Use a chart to represent income and expense figures—These figurestake on extra meaning in a chart format.

05 1010 ch04 1/28/04 12:44 PM Page 66

■ Use a chart to show data over a period of time, such as income,growth, and so forth—You can use the graphical nature of a chart to dis-play the time factor and how the data fits into that time frame.

■ Use a chart to show relationships between data—In this case, a typi-cal pie chart can do wonders.

As with any other Keynote element, charts should be clear, concise, and easilyunderstandable. Avoid overly complex charts that are difficult to understand.

Creating a ChartLike most things in Keynote, an initial chart is quite easy to create. Keynote creates adefault chart and plugs in some sample data for you, so with just a couple mouseclicks, you actually have a real chart. Of course, you’ll need to customize the chartto meet your needs and so that it displays your actual data, but we’ll get to that inupcoming sections. For now, let’s create an initial chart:

1. Start a new presentation or open an existing one. If you are starting a newpresentation, choose a theme.

2. To make things easier for now, click the New button to create a new slide,and then from the Masters drop-down menu, choose the Blank slideoption, as shown in Figure 4.2. This will keep any other template items fromgetting in your way until you are familiar with charts.

CHAPTER 4 USING CHARTS 67

FIGURE 4.2

You can choose

the Blank

master.

05 1010 ch04 1/28/04 12:44 PM Page 67

3. Now you are ready to create the chart. Click the Chart button on theKeynote toolbar. When you click this button, three things happen automati-cally, as you can see in Figure 4.3. First, a default chart is created on yourslide. Second, the Chart Data Editor appears. Third, the Chart Inspectorappears. This is a little overwhelming at first, for certain, but don’t worry—you’ll learn how to use the Chart Data Editor and the Chart Inspector inupcoming sections.

4. For now, close the Chart Data Editor and the Chart Inspector.


FIGURE 4.3

The chart

appears, along

with the Chart

Data Editor and

the Chart

Inspector.

The first thing you might notice is that yourchart may take up the entire slide. In fact, youmight have to scroll around a bit to even see theentire chart. The good news is that you canresize the chart just as you would any otherobject, such as a text box, a table, or an image.Just click the chart one time, and the selectionhandles appear. Then simply drag the selectionhandles as needed to resize the chart, as shownin Figure 4.4.

tipIf you want to manage the

size of a chart at the sametime that you create it, justdo this: Hold down theOption key and click the

Chart button. Then posi-tion your mouse on the

slide until it turns into a crosshair.Then simply drag to create a chartof the size you want.

05 1010 ch04 1/28/04 12:44 PM Page 68

Choosing a Chart StyleAfter you have created a basic chart, you can use the Chart Inspector to choose achart style. The different styles available allow you to display your data in a varietyof formats. Certain formats are useful for displaying specific kinds of data. Forexample, parts of a whole work great in a pie chart, and contrasting figures lookgreat in a column chart.

To choose a chart style, you need to open the Chart Inspector. If it is not open already,just click Inspector on the toolbar and choose the Chart icon on the Inspector.

In the Chart Inspector, you see a chart icon with a drop-down menu. If you click thedrop-down menu, you see several different chart style options, as shown in Figure 4.5.


Selection handles

FIGURE 4.4

You can drag the

selection handles

to resize a chart.

FIGURE 4.5

You click the

Chart button to

see a chart style

selection menu.

05 1010 ch04 1/28/04 12:44 PM Page 69

The following sections briefly explain the various chart styles and when you arelikely to find each style most helpful. Keep in mind that you have a lot of creativelatitude when you choose a chart style, but you can use the following sections as ageneral guide.

Column ChartsA column chart, which is the default chart Keynote makes for you, presents informa-tion in column blocks. The column format uses a different color column for each blockof data, and this format works great for showing contrasting data between differentitems over time. For example, the column format works great if you are showing salesor growths for different regions, stores, products, and so on over a period of time.

Stacked Column ChartsA stacked column chart, as shown in Figure 4.6, can be helpful when you want to showgroupings of different data over time. For example, a stacked column chart allows youto use different data items, but they are displayed over time and in a stacked fashion.This kind of chart can be helpful for showing relationships, but it is not very helpful forshowing contrasts of data because it tends be confusing to the audience.


FIGURE 4.6

Stacked column

charts work well

for showing

relationships.

Bar ChartsThe bar style essentially does the same thing as a column chart, but it displays theinformation in a left-to-right bar format, as you can see in Figure 4.7. Therefore, thesame kinds of information that work great in a column format also generally workgreat in a bar format.

05 1010 ch04 1/28/04 12:44 PM Page 70

FIGURE 4.7

The bar style

can be used to

show compar-

isons over time.


Stacked Bar ChartsThe stacked bar chart is the same concept as thestacked column format. Rather than show differentregions, it stacks the bars into single bars, notingthe differences with different color shading. Onceagain, this approach can be good for showing rela-tionships or overall progress, but it can be confus-ing to audience members, so be sure to inspect thechoice carefully and ensure that the data is clearlypresented.

Line ChartsLine charts, as you can see in Figure 4.8, are greatfor showing growth or a decline in growth, whetherthat growth is concerning income, expenses, num-bers of people, numbers of departments, or some-thing else. You can use this type of chart to showhow several different items compare to each otherover time. For example, in Figure 4.8, you can seehow Region 1 has grown much more than Region 2over a period of four years. When you choose a linechart, think in terms of growth because the linefeature really helps drive your point home in agraphical way.

There is a lot to be saidabout the aesthetics of a

chart. Although bar and columnstyles can essentially display thesame kind of data, one may be bet-ter than the other, depending onthe data content. For example, acolumn format may work bestwhen you are talking about revenuebecause the columns are vertical.We tend think of “rising” or“increasing” revenue, so the verticalcolumns often look better than hori-zontal bars would look. However, ifyou are showing growth or speed, abar style may work better becausewe often think of growth or speedin terms of distance, which we con-ceptualize as horizontal.

05 1010 ch04 1/28/04 12:44 PM Page 71

FIGURE 4.8

Line charts are

great for show-

ing growth over

a period of time.


Area ChartsArea charts are similar to line charts in that they can show growth or a decline ingrowth, but an area chart fills in the area of growth or decline, as you can see inFigure 4.9. The area style often works great when you are trying to dynamicallyshow growth or decline of one or two items, such as the growth of a company or twodepartments. Be wary of using more than two contrasting items in an area chartbecause the chart can quickly become confusing to read.

FIGURE 4.9

Area charts can

dynamically

show growth or

decline over a

period of time.

05 1010 ch04 1/28/04 12:44 PM Page 72

Stacked Area ChartsA stacked area chart works in much the same way as a stacked column chart.Sections of data are stacked in order to show relationships or overall growth. Astacked area chart works well with collections of related data but can be confusing ifyou are showing contrasting data groups.

Pie ChartsThe pie chart, shown in Figure 4.10, is a mainstay of charts and one that you’ll useoften. Pie charts can show parts of a whole and are especially helpful when youneed to break data that belongs to a whole into parts (for example, sales, growth,company divisions). You’ll see some additional examples of cool things you can dowith pie charts later in this chapter.


FIGURE 4.10

Using a pie chart

is a great way to

show parts of a

whole.

Working with Chart DataOf course, a chart isn’t very helpful unless you can customize the data in it. Afterall, the purpose of a chart is to show a set of data in a graphical way. So, in order toeffectively use charts, you have to manipulate the data so that the chart has realmeaning in your presentation. In Keynote, you manage chart data with the ChartData Editor.

The Chart Data Editor appears automatically when you create a new chart, and if youneed to access it after the chart has been created, you can just open the ChartInspector and click the Edit Data button. You can also open it by selecting Format,Chart, Show Data Editor. The Chart Data Editor is shown in Figure 4.11.

05 1010 ch04 1/28/04 12:44 PM Page 73

FIGURE 4.11

The Chart Data

Editor gives you

an easy way to

input data for

charts.


Understanding Chart DataBefore you start editing chart data, it is important that you understand how theChart Data Editor handles data. A chart contains two different kinds of data: dataseries and data sets. A data series is a collection of data taken over time. For exam-ple, let’s say you are creating a chart that shows income from three different compa-nies over a period of three years. The data series is the three companies over threespecific years. In other words, it is a series of data. On the other hand, a data set isthe income levels of one of those companies. The set represents income of that par-ticular company. With the other companies and the amount of time, the collectionof sets becomes a series.

Now, you don’t have to study the terms data series and data set; there is no test, ofcourse, but if you have a firm understanding that charts represent collections of data sets that make up data series, it will make your work with Keynote much lessconfusing.

As you are creating data sets, a single piece of information in a set is called a datapoint. For example, if a company made 10.3 million dollars in 2002, that is a datapoint.

Data points make up data sets, and data sets make up data series. The whole chart,then, is used to communicate what could be head-spinning information in an easy-to-understand graphical format.

Using the Chart Data EditorAs you work with the Chart Data Editor, you see that it is essentially a spreadsheetmade up of data series, data sets, and data points. Figure 4.12 shows the Chart DataEditor again, with some callouts to make things a bit easier.

05 1010 ch04 1/28/04 12:44 PM Page 74

So, to get the data you want in your chart, you have to edit the data series values,the data sets, and the individual points of the data sets. The good news is that this iseasy because the Chart Data Editor allows you to simply change and enter thosevalues.

Let’s walk through an example together, and you’ll see how to use the Chart DataEditor. Let’s say you are giving a presentation on income for a company. The com-pany has four divisions: North, South, East, and West. You want to create a columngraph showing income over the years 2000, 2001, and 2002. Here is how to createthe chart:

1. The first thing you want to do in the Chart Data Editor is to make somechanges to the overall data series. First, you are going to change the defaultRegion 1 and Region 2 to represent your values, which are North, South, East,and West. To change the value, just click the cell to highlight it and thendouble-click so that a cursor appears.

2. Press the Delete key to remove the default label and then retype your own.Repeat this process as needed. Figure 4.13 shows the values to North, South,East, and West being changed.


Data set

Data pointData series

Retype data values

FIGURE 4.12

The Chart Data

Editor allows

you to input

series of data

with data sets

and data points.

FIGURE 4.13

Click a cell to

select it and

then retype the

desired label.

05 1010 ch04 1/28/04 12:44 PM Page 75

Notice that when you add a new cell value, a color box is automaticallyadded. These colors are used to distinguish the different data in your chart.For example, if you use a column format, then each column of data willhave a different color (refer to Figure 4.13).

3. Change the year values. The default chart already has some time valuesplugged in, but you can change them by simply selecting the cell and thendouble-clicking it so that you see a cursor. Simply retype the value you want(see Figure 4.14).


FIGURE 4.14

You click the cell

to select it and

then retype the

desired value.

4. Notice that you have a leftover column from the default chart. This is noproblem. You can delete any column by simply clicking the column headingone time. This selects the column, as you can see in Figure 4.15. Then youjust press the Delete key to remove it.

Data cells

FIGURE 4.15

You click a col-

umn to select it

and then press

the Delete key.

5. Enter the desired data points. In this case, you are entering sales figures foreach region for the three years. Just click inside a cell and type your new data.

Figure 4.16 shows the completed changes in the Chart Data Editor, and Figure 4.17shows the changes applied to the chart. You have easily and quickly created a chartthat displays the income data over the years 2000–2002 for each of the regions.That’s all there is to it!

05 1010 ch04 1/28/04 12:44 PM Page 76

FIGURE 4.16

The Chart Data

Editor now has

the complete

data.


FIGURE 4.17

The new chart is

automatically

displayed.

Of course, you might need to add rows or columns, and that’s no problem. Just use the Add Row andAdd Col umn buttons in the Chart Data Editor asneeded to increase the number of rows andcolumns in the chart.

Using the Chart InspectorYou need to consider two more items concerningchart data. These items are found on the ChartInspector instead of the Chart Data Editor, whichmay cause you some confusion at first.

The Chart Inspector, shown in Figure 4.18, has aShow legend check box and a Plot Row vs.Column button option directly below the EditData button. Here’s what you can do with these:

Charts need to be some-what simple. Excess rowsand columns becomedifficult to understand,so always try to stay onthe side of simplicity. Using twoslides with two different charts toconvey data is much better thanusing one slide with a very compli-cated chart. Keep your messageclear and simple!

caution

05 1010 ch04 1/28/04 12:44 PM Page 77

FIGURE 4.18

The Chart

Inspector has a

Show legend

check box.


■ Show Legend—When this option is unchecked, the legend is removed fromthe slide. For example, in Figure 4.17, you see the North, South, East, andWest labels and the color legend at the top of the slide. Clearing the Showlegend check box would remove these from the slide. Doing this might helpclean up your slide a bit. A chart can be difficult to understand without a leg-end, though, so think carefully before you remove it. If you are providinghandouts to your audience members, they may be able to understand thechart when referring to it at a later time, so unless you have a specific reasonfor doing so, keep the legend on the chart.

■ Plot Row vs. Column—This option transposes the basic flow of the chart.For example, in Figure 4.17, the data series is represented by the rows in theChart Data Editor. If you transpose the row and column, the data set is repre-sented by the row instead of the column, as you can see in Figure 4.19.Naturally, this causes the chart not to make any sense because I wrote thedata series information into the Chart Data Editor using rows. However, thepoint is that you can use rows or columns of data in the Chart Data Editor ifyou like. Simply use the Plot Row vs. Column selection buttons on the ChartInspector to transpose the data.

05 1010 ch04 1/28/04 12:44 PM Page 78

FIGURE 4.19

The data is

transposed when

you use the Plot

Row vs. Column

feature on the

Chart Inspector.


Formatting ChartsThe elements, or different parts of a chart, can be formatted in basically any way sothat your chart looks exactly the way you want it to. The following sections describewhat you can do.

Moving the Chart LegendAs you have learned in this chapter, a chart can use a legend or not—the decision isup to you. By using the Chart Inspector, you can remove the legend or leave it on aslide (as it is by default). However, what if you don’t like the location of the legend? Bydefault, the legend appears at the top of the chart, but the legend is actually a sepa-rate text box that you can move around, enlarge, reduce, and change as you like.

You can move the legend around, and you caneven reformat the fonts and colors. You can alsomove a legend to a different slide. However,there is a caveat you need to keep in mind: Thelegend is tied to the chart, even though it is anindividual piece that can be moved around.When you change or update a chart, the legendis changed or updated as well. However, if youmove the legend to a different slide, it becomesdisconnected from the chart and will not beupdated if you make any changes to your chart.Just keep this point in mind.

tipAs a general rule, it is not

a good idea to move thelegend to a different slidebecause the legend helpsaudience members under-

stand the chart.

05 1010 ch04 1/28/04 12:44 PM Page 79

To customize the legend, you just click it on the slide, and the familiar text box andselection handles appear. At this point, you can simply drag the legend to a newlocation (such as the bottom of the chart), and you can also use the selection han-dles to resize the legend if you like. As you can see in Figure 4.20, I have moved thelegend to the side of the chart and resized it so that the legend items appear in avertical fashion. This frees up more room at the top of the chart, where I can insert atitle, a picture, or anything else I might want.


FIGURE 4.20

You can click

the legend to see

the text box and

selection han-

dles, and then

you can then

move it around

or resize it as

you like.

Changing Chart ColorsYou can change the colors of bars, edges, and area shapes that appear on a chart,just as you can change the colors of any other object on a slide. You can changethe colors, apply shading, fill with an image, adjust opacity, and do other tasks byusing the Graphic Inspector. You’ll learn more about the Graphic Inspector inChapter 5, “Working with Graphics,” but for now, here’s a quick sample to piqueyour curiosity:

1. On your slide, select one of the chart elements, such as a column. When youdo so, all columns in the series become selected, and you see the selectionhandles marking your selection, as shown in Figure 4.21.

2. Open the Inspector by clicking the Inspector icon on the toolbar and thenclick the Graphic button at the top of the Inspector. Using the GraphicInspector, as shown in Figure 4.22, you can change any of the color qualitiesof your selection. (See Chapter 5 to learn more about the features of theGraphic Inspector.)

05 1010 ch04 1/28/04 12:44 PM Page 80

Changing Chart FontsJust as you can change fonts and the color of text in a text box, you can also changethem on a chart by simply selecting them and opening the Font dialog box. Just selectFormat, Font, Show Fonts. On the Font dialog box, choose a font family, a typeface(if necessary), and the desired font size. Use the Text button options on the Font dialogbox to make style and color changes. (See Chapter 2, “Working with Text,” for moredetails.) Note that if you select text that is tied to a data point or an axis label (whichwe’ll talk about in the next section), all the text for that data is also selected.


Selection handles

FIGURE 4.21

Selection han-

dles appear

when an ele-

ment is selected

on a chart.

FIGURE 4.22

You can use the

Graphic

Inspector to

change objects.

05 1010 ch04 1/28/04 12:44 PM Page 81

Working with Labels and Axis MarkingsIn charts, axis markings basically determine the values that are displayed on thevertical axis (that is, the y-axis) from which you read the data point values. Forexample, if your data sets reflect income from 5 million to 25 million, the verticalaxis reflects those values so you can understand what the columns or bars mean. Forvertical charts, the y-axis shows the values (for example, the years in the previousexamples).

You don’t have to worry about all those definitions, but you should know that youcan do a lot of customization work with the flow of the axis markings and theirlabels by using the Chart Inspector.

Select your chart on the slide and then open the Chart Inspector. Click the Axis tab,and you can see the axis options and features that you can customize according toyour needs, as shown in Figure 4.23. The following sections describe what you can do.


FIGURE 4.23

You can use the

Axis feature on

the Chart

Inspector to cus-

tomize a chart.

Axes & BordersThe Axes & Borders portion of the Axis tab simply allows you to decide what bordersyou want to use around the axis and general border of a chart. Just click the buttonoptions to use them—that’s all you have to do. Figure 4.24 shows a chart with noborders enabled, and Figure 4.25 shows a chart with all borders enabled.

05 1010 ch04 1/28/04 12:44 PM Page 82

FIGURE 4.24

This chart does

not use any

borders.


FIGURE 4.25

This chart uses

borders on all

sides.

Labels, Ticks, & GridsThe Labels, Ticks, & Grids portion of the Axis tab enables you to control how labels,ticks, and grids are used on the x-axis and y-axis. If you click either the X-Axis or Y-Axis drop-down menu, you’ll see a number of options that allow you to customizethe labels, ticks, and grids in the chart. These options are self-explanatory, but youshould spend some time playing with the options so you can see the many differentways a chart can appear.

05 1010 ch04 1/28/04 12:44 PM Page 83

Change thevalue axis here

Value Axis FormatThe Value Axis Format portion of the Axis tab allows you to control what you see onthe value axis. For example, Figure 4.25 shows that the value axis on the chart hasrange of 0 to 100. You can easily change the values by entering new minimum andmaximum values in the Minimum, Maximum, and Steps boxes under Value AxisFormat. You can also change the number of steps on the chart. This feature allowsyou to adjust the value axis so that it is easier to read and understand. For example,Figure 4.26 shows Minimum being set to 100, Maximum being set to 500, and Stepsbeing increased from 5 (refer to Figure 4.25) to 8. The results are made automati-cally in the chart.


FIGURE 4.26

You can change

the value axis as

needed. The

results of the

change appear

on the chart.

Number FormatThe Number Format portion of the Axis tab gives you more customization optionsfor the numbers on the value axis. It enables you to add prefixes, separators, andsuffixes to the value axis. For example, if you are using value axis values such as100, 200, 300, and so forth, you can use the Prefix drop-down menu to add a prefixso that they read $100, $200, $300, and so forth.

Formatting Data Series ElementsThe Chart Inspector has a Series tab that provides some helpful and easy options forformatting data series elements. Note that some series options apply to certain kindsof charts, so not all options are enabled for each kind of chart, as you can see inFigure 4.27.

05 1010 ch04 1/28/04 12:44 PM Page 84

FIGURE 4.27

The Data series

options provide

several series for-

matting possibil-

ities.


The data series options, described in the following list,are really easy to use:

■ Data Point Label—These options enableyou to choose to show values on the datapoints. This basically puts the actual valueon the column or bar, as you can see inFigure 4.28. If series are named, you canshow that option, too, by checking the“Show series name” check box. You can usethe Position drop-down menu to decidewhere you want the labels to be placed,such as on the top, bottom, and so forth.You can also add decimals if needed by typ-ing the appropriate value in the Decimalstext box or using the spinner arrows to choose a value. If you are using a pie chart, you can choose to select the “Show pie values as percentages”check box.

■ Bar Format—This section of the Series axis enables you to put spacesbetween bars and sets of bars. It also enables you to adjust the shadowingused on the bars by using the Shadow drop-down menu. You just change thepercentage values in the text boxes in this section to make adjustments forthe visual appeal you want.

Remember to selectyour chart before (or after)

opening the Chart Inspector sothat the options are active.

05 1010 ch04 1/28/04 12:44 PM Page 85

Special Issues with Pie ChartsFor the most part, all charts work basically the same. However, there are some spe-cial issues and features with pie charts that I want to point out. First, you use theChart Data Editor to enter values for a pie chart, just as you do with any otherchart. However, due to the nature of the pie chart, only the first row of a data seriesis used in the pie chart. Whereas multiple rows work great with bar charts, a piechart simply cannot display data this way. However, you can choose to chart anydata set by simply moving it to the first row in the Chart Data Editor.

In addition, keep in mind that you can use theData Point Label section on the Series tab in theChart Inspector to change the basic appearanceof the data point labels, and you can format col-ors of each piece of the pie chart by using theGraphic Inspector, just as you can with anyother element on a chart. You can also learnmore about the Graphic Inspector in Chapter 5.

One cool feature of the pie chart is that you candetach pieces of the pie for emphasis. To do so,just follow these steps:

1. Select the chart and then click the desiredpie wedge to select it. If you want to selectadditional wedges, just hold down the „key and click them as well.


Data point labels

FIGURE 4.28

The Data Point

Label section of

the Series tab

makes the

actual data into

labels on

columns, bars,

and pie charts.

tipYou can change the opac-

ity and shadowing featureby using the GraphicInspector. See Chapter 5 tolearn more. Also, how would

you like for individual piewedges to fly on to the

slide and build the pie before youraudience’s eyes? You can do thisby using builds, which you’ll learnmore about in Chapter 8,“Exploring Transitions and Builds.”

05 1010 ch04 1/28/04 12:44 PM Page 86

2. Open the Inspector and then click the Chart button at the top of theInspector.

3. On the Series tab, choose Individual from the Shadow menu.

4. Use the Explode Wedge slider bar to move the wedge away from the pie, asshown in Figure 4.29.


FIGURE 4.29

You can move

the Explode

Wedge slider bar

to move the

wedge away

from the rest of

the pie.

The Absolute MinimumCharts are really easy to create and use, and they are very versatile in Keynote.When you work with charts, keep the following issues in mind:

■ Use the Chart button on the toolbar to quickly create a chart.

■ The Chart Inspector allows you to choose a chart style and to use the Axisand Series tabs to format basically all portions of a chart.

■ Enter and manipulate chart data as needed by using the Chart Data Editor.

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05 1010 ch04 1/28/04 12:44 PM Page 88

In this chapter

• Create lines, arrows, and other shapes togive your slides extra punch

• Import and manage images and photos ina presentation

• Manage object grouping and graphics lay-ers for cool effects and slide features

• Get clip art for a presentation

5

Working with Graphics

A key concept in education circles is that people learn in different ways.

Now, that probably didn’t rock your world. You don’t have to have a

Ph.D. in education to know that different people learn in different ways.

Some of us learn most easily by seeing, some learn most easily by hear-

ing, and some people learn best by doing. You probably gravitate more

to one of those categories than to the others, and the important point

here is simply that your audience members are the same.

Because many people learn best by sight, graphics are a very important

part of a presentation and a very important part of using Keynote. In

this chapter, you’ll learn how to use graphics in Keynote and how to

make the most of them in your presentations.

06 1010 ch05 1/28/04 12:47 PM Page 89

Understanding How to Use Graphics inPresentations

Because visual learning is very helpful (and often necessary) for many people,Keynote slides are more than simply a “help.” They are a major learning tool, andone of the main ways you can help your audience members learn is to use graphicson your Keynote slides. Graphics include such items as drawings, line art, photos,clip art, and basically anything else that can be looked at.

No, I’m not going to jump off into communication theory. However, if you’ll stickwith me for the next page or so, you’ll learn some important ideas about usinggraphics that will make your work with Keynote more productive and make you abetter presenter. In the end, you’ll be able to better use graphics to communicateyour message to the audience.

Graphics are really designed to help people understand something visually.Drawings can help people understand a concept, clip art can replace text and com-municate meaning, and you can use a photo to show people something much betterthan you could by talking about it. Although it’s true that a picture is worth a thou-sand words, it takes the right use of a picture or graphic to communicate what youwant your audience to know.

Using Graphics to Make Text Easier to UnderstandGraphics can be used to make text easier to understand. This is an important pointand a proper use of graphics. The easiest way to make my point here is to show youan example (hey, I’m using a graphic to make my point!). Just take a look at theexamples shown in Figure 5.1.

What is the difference between the examples in Figure 5.1? The image on the leftpresents basic text information on a slide. The information is accurate, but look atthe image on the right. With just the simple use of some graphic shapes, the text isbroken into a flowchart format that is easier to read, easier to understand, and, mostimportantly, easier to remember.

This is a major point concerning graphics: Graphics can use basic text to show aflow of information or a flow of thought. Your audience members are more likely toremember instructions and details that are organized in a graphical way. Basically,you are creating a mental picture with the information, and most people rememberpictures more easily than simple text information. This is one way that graphics cangreatly help communicate your message.


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Using Graphic Shapes to Enhance Presentations A second way that graphics can help communicate text-based information isthrough what I like to call “helping graphics.” Helping graphics do not directly pro-vide information, but they give emphasis to other information you want your audi-ence members to keep in mind. This is one place where clip art and graphic symbolscan be really helpful. They dress up your slides, call attention to certain details orblocks of information, and help your audience members more easily remember thatinformation. For example, take a look at the simple slide in Figure 5.2.

CHAPTER 5 WORKING WITH GRAPHICS 91

FIGURE 5.1

Images can help

relate the mes-

sage of your text.

FIGURE 5.2

The graphic in

this slide calls

attention to a

detail.

As you can see, the arrow graphic doesn’t really communicate anything in and ofitself, but it calls attention to the text at hand. By using a graphic, you can call outspecific information and help audience members keep in mind the importance ofthe information.

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Using Photos in PresentationsAnother use of graphics concerns photos. The good news is that Keynote is ratherflexible concerning photos, and you can import photos directly into Keynote andwork with them in several ways, which you will explore later in this chapter.

The first thing to address when it comes to photos is when you should use them. Inmany cases, the use of a photo is dictated by the presentation content. If you aretalking about the Grand Canyon, you really need to include at least a few slides thatactually show the audience what the Grand Canyon looks like.

In other cases, the use of photos is more subjective.You need to determine whether a photo is really nec-essary, and one of the best ways to do this is to simplyask yourself a few reflective questions:

■ Does the photo truly reflect what I am talk-ing about and does it help the flow of mypresentation?

■ Does the photo help communicate my mes-sage?

■ Does the photo make the audience’s under-standing of my content easier?

If you can answer “yes” to one of these, then youshould probably use the photo. If not, you shouldcarefully consider whether the photo is really helpful.

Working with the Colors Dialog BoxBefore you can get into the intricacies of adding and editing graphics on a slide, youshould be aware of all the options you have for working with color in Keynote. Keepin mind that some of this information will apply to things other than graphics (liketext or borders) because the same Colors dialog box opens when you need to choosea color for just about anything in Keynote.

As you might have noticed, the Colors dialog box gives you several options for pick-ing a color. If the Colors dialog box has intimidated you a bit, don’t worry. You’vecome to the right place. There are five button options you can use on the Colors dia-log box, and the following sections show you how to use them.


Any photo you use in aKeynote presentation needs

to be of high quality. If the photois not of high quality and it is diffi-cult to view, consider skipping it.

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Color WheelThe Color Wheel option, shown in Figure 5.3, allows you to choose a color from aspectrum of colors presented in a wheel. Just move the slider bar to the right of thedialog box to find the right color hue and then click your mouse on the color youwant within the wheel. The color you select is displayed in the color box at the topof the dialog box. Just by clicking around in the wheel and moving the slider bar asneeded, you can locate a very fine color selection.


FIGURE 5.3

The Color Wheel

option gives you

an easy way to

pick a color.

Color SlidersThe Color Sliders option allows you to choose from some different sets of color slides,giving you a fine level of control over the color you want to use. If you click thedrop-down menu, you can choose Gray Scale Slider, RGB (Red, Green, Blue) Sliders,CMYK (Cyan, Magenta, Yellow, and Black) Sliders, or HSB (Hue, Saturation, andBrightness) Sliders. If you aren’t familiar with these, stick with RGB for anything thatis going to be shown on a monitor or projector. On the other hand, CMYK colorswork great for printed slides.

After you choose a category that most fits the color you want, simply move the sliderbars around to find the exact color (see Figure 5.4). You can also enter percentagesinstead of using the sliders, but the sliders are easier to use.

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FIGURE 5.4

The Color Slider

option allows

you to choose

different slider

options in order

to get the color

you want.


Color PalettesThe Color Palettes option gives you a list of different color options, based on palettes(see Figure 5.5). Under the List drop-down menu, you can choose Apple colors,Crayons, or Web Safe Colors, or you can open other color palette options, if youhave any additional palettes installed on your Mac. After you have chosen a palette,you simply scroll through the list of colors available from that palette and click theone you want.

FIGURE 5.5

The Color

Palettes option

allows you to

choose colors

from different

palettes.

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Image PalettesThe Image Palettes option gives you a basic spectrum of color (see Figure 5.6). Youcan click within the spectrum to select the actual color that you want to use. Thisoption is very similar to the Color Wheel option.


FIGURE 5.6

The Image

Palettes option

allows you to

choose colors

from a spectrum

of color.

CrayonsThe Crayons option presents you with a collectionof digital crayons, and you simply click the crayoncolor you want to use (see Figure 5.7). The purposeof this option is to give you a collection of standardcolors that you can easily click and use.

FIGURE 5.7

You can use the

Crayons option

to choose basic

colors.

Notice that for alloptions on the Colors dialog

box, you can adjust the opacity ofthe color you choose by moving theOpacity slider bar at the bottom ofthe Colors dialog box. Once again,the opacity, which adjusts the trans-parency of a color, gives you morecolor appearance options.

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Working with Line ArtLine art includes basic drawings, such as rectangles, squares, arrows, and so forth.When you’re using Keynote, you can simply select one of these items, and it willautomatically appear on the slide. From there, you can resize the object and changeits overall properties. The following sections explore the options.

Inserting ShapesWhen it comes to shapes and objects, Keynote provides you with only a line, a rec-tangle, an oval, two triangle options, and an arrow—at least from the toolbar. Youcan add more shapes and objects from the Image Library, which we’ll explore laterin this chapter.

Of course, you can resize these options to customize them, but these are the onlyavailable line art options (see Figure 5.8). Keynote calls these graphics shapes.


FIGURE 5.8

Keynote calls

the default line

art options

shapes.

To insert a shape onto a slide, do this:

1. Open the slide that you want to add a shape to.

2. Click the Shapes button on the toolbarand then click whatever shape you want.The new shape appears on the slide.

After you place the shape on a slide, you are freeto manipulate it in any way that you need. Forexample, you can drag the shape to the correctlocation on the slide, or you can resize it asneeded. If you select the shape, selection handlesappear. You can then simply drag the selectionhandles to resize the shape as needed (see Figure 5.9).

tipYou can also select Edit,

Place and then choose theshape from the submenuthat appears.

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FIGURE 5.9

You can resize a

shape by clicking

it and dragging

the selection

handles.


You can also change the overall look of a shapeby clicking and dragging different selection han-dles located around the shape until the desiredshape is achieved. For example, Figure 5.10shows a couple default arrows after I havechanged them by simply moving some of theselection handles. This, of course, gives you a lotof flexibility to make a shape look the way youwant.

Selection handles

FIGURE 5.10

You can change

the look of

default shapes by

dragging the

selection handles.

Filling a Shape with ColorWhen you insert a shape, it uses the current theme’s default fill color. That mightwork just fine for your needs, but you have a lot of different options for fill color.

To manage the fill, you need to open the Graphic Inspector. Click the Inspectorbutton on the toolbar, and then choose the Graphic button on the Inspector toopen the Graphic Inspector (see Figure 5.11).

tipYou can rotate an object by

holding down the „ key anddragging the object with yourmouse. This changes the han-dle to a curved arrow so you

can rotate the object.

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FIGURE 5.11

You can use the

Graphic

Inspector to

manipulate

graphics.


You can fill an image with a color fill, a gradient fill, or an image fill, or you canchoose not to use a fill at all by making a selection from the Fill drop-down menuin the Graphic Inspector. The Graphic Inspector’s other options, described in the fol-lowing sections, change to reflect the type of fill you have selected.

Color FillIf you choose Color Fill in the Fill drop-down menu in the Graphic Inspector, a Colorbox appears just below the Fill drop-down menu (see Figure 5.12). You click theColor box to open the Colors window. From there, you can choose the color youwant to fill the object with. Keep in mind that you can click the color wheel optionon the Colors dialog box in order to fine-tune your color selection.

Select a color

Click to open the Colors dialog box

FIGURE 5.12

You can use a

color fill option

on a shape.

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Gradient FillIf you choose Gradient Fill in the Fill drop-down menu in the Graphic Inspector, youhave the option to choose the two gradient colors you will use by clicking the colorboxes and choosing the colors from the Colors dialog box. A gradient is a combina-tion of two colors that fade out across the slide. For example, one part of a slidemight be black, which then fades to gray across the slide.

You can then adjust the angle of the gradient by dragging the wheel or using thearrow buttons, as shown in Figure 5.13. These features enable you to completely cus-tomize the gradient.


FIGURE 5.13

You can use a

gradient fill

option in a shape.

To select and adjust a gradient, follow these steps:

1. Select the object on the slide.

2. Open the Graphic Inspector and choose Gradient Fill from the Fill drop-down menu.

3. Click the color boxes to define the colors that should be used in the gradient.Clicking the color boxes opens the Colors dialog box, where you can selectthe color you want to use.

4. Adjust the angle of the gradient as desired by sliding the angle wheel. Thechanges appear on the selected object so that you can find the gradient posi-tion you want.

Adjust thegradient angle

Click to choose fill colors

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Image FillAnother really cool thing you can do with a shape is fill it with an image. To do this,you choose the Image Fill option in the Graphic Inspector’s Fill drop-down menuand then click the Choose button to select the image you want to fill with. Then youcan use the scale drop-down menu to scale the image. The options include scaling sothat the image fits within your shape, scales to the fill, stretches to fit, or is left atthe original size; you can also tile the image. Figure 5.14 shows an example of animage fill that is scaled to fit the shape. As you might imagine, this feature givesyou a lot of different options.


Click to import an image

Scaling options

FIGURE 5.14

An image fill

can create

another layer of

interest in a

presentation

when it is used

appropriately.

To use an image fill, follow these steps:

1. Select the object on the slide.

2. Open the Graphic Inspector and choose Image Fill from the Fill drop-down menu.

3. Click the Choose button. The Open dialog box appears; in this dialog box,you can locate on your Mac the image you want to use.

4. Locate the image, select it, and click the Open button. The Image nowappears in the object on your slide.

You can use the drop-down menu to adjust the image as necessary. You can chooseto tile the image, stretch it, scale it, or use the original size.

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StrokeThe Stroke options in the Graphic Inspector enable you to outline a graphic shape.Essentially, the stroke feature simply makes a graphic look a bit sharper and more definedon the slide. You can choose from a solid line stroke and several dotted-line options.

To add a stroke to a shape, follow these steps:

1. Select the shape on the slide and open the Graphic Inspector by clicking theInspector button on the toolbar and then clicking the Graphic button at thetop of the Inspector.

2. Under the Stroke category, choose a stroke line option from the drop-downmenu.

3. Choose a color for the stroke by clicking the color box.

4. Use the spinner arrows or type a number to adjust the stroke size (thickness) asdesired.

In Figure 5.15, I have used a solid stroke with a very thick stroke outline.


FIGURE 5.15

You can cus-

tomize the stroke

around a shape.

ShadowShadows can greatly enhance the look of a graphic. On the Graphic Inspector, youclick the Shadow check box to enable this feature. At this point, you can changethe color of the shadow and adjust the angle and the offset, the blur, and the opac-ity of the shadow. Simply adjust these values to make the shadow look the way youwant. Figure 5.16 shows an example.

06 1010 ch05 1/28/04 12:47 PM Page 101

These options adjust shadow properties.


FIGURE 5.16

You can use the

Graphic Inspec-

tor to add and

adjust a shadow.

To create a shadow, follow these steps:

1. Select the object on the slide and open theGraphic Inspector.

2. In the Shadow section of the GraphicInspector, click the Shadow check box toenable the shadow options.

3. Click the Color box and choose the desiredshadow color from the Colors dialog boxthat appears.

4. Use the Angle wheel to change the directionof the shadow. As you move the wheel, lookat the slide, and you can see the shadow’splacement.

5. Adjust the Offset, Blur, and Opacityvalues as desired. You can experiment withthese values and see how they affect yourgraphic.

You can adjust theopacity of a graphic by

using the slider bar at the bottomof the Graphic Inspector. The opac-ity is the transparency of thegraphic, and adjusting the opacitycan be really handy when you havea number of graphics on one slideand you want a more tailored look.

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Working with ImagesIn many cases, you might want to import photos to Keynote and use them on yourslides. Photos work great for a number of presentations, especially when you aredescribing something physical that you can show your audience members in a photo.

Importing PhotosYou can import most major digital photo file formats, including PICT, GIF, TIFF, andJPEG. You can also import photos from a PDF file. As you can imagine, this givesyou a lot of flexibility without having to jump through a bunch of digital photohoops for compatibility purposes.

You can also import photos directly from iPhoto by simply dragging them fromiPhoto to your slide on Keynote. Or you can just drag a photo to Keynote, andKeynote will create a new slide within the current presentation.

If you need to import photos that do not reside in iPhoto, clickEdit, Place, Choose. Then browse for the photo you want toinclude and click Place. The photo is imported toyour slide in its full resolution, which is mostlikely going to be too big. So your first action is toresize the photo to an appropriate size.

Resizing PhotosYou can resize a photo in a couple ways. First,you can select the photo and locate the selectionhandles. By using a corner selection handle, youcan drag the photo to decrease or increase its size(see Figure 5.17).


If you use a selectionhandle other than one ina corner, however, you’lldistort the image. If youaccidentally distort theimage, just choose Edit, Undo.

caution

FIGURE 5.17

You can drag

the selection

handles to resize

a photo.

06 1010 ch05 1/28/04 12:47 PM Page 103

You can also change the size of a photo by using the Metric Inspector. Click theInspector button on the toolbar and then click the Metric button at the top ofthe Inspector to open the Metric Inspector. As you can see in Figure 5.18, you canchange the size of a photo by typing a size or using the spinner arrows. Checkingthe Constrain Proportions check box makes sure the photo adheres to a propor-tional size, which is a good idea unless you want it to be out of proportion to get aspecial effect. Also note that you can manually change the location of a photo byusing the X and Y Position options (but it is easier to just drag the photo). You canalso rotate the photo or flip it around by using the options at the bottom of theMetric Inspector.


FIGURE 5.18

You use the

Metric Inspector

to change the

size of a photo.

Working with Alpha ChannelsAnother cool photo feature in Keynote concerns masters that contain photo alphachannels. An alpha channel is an area on a slide that contains a transparent field soyou can insert your own pictures. To use an alpha channel, click the Masters but-ton on the toolbar and choose a master that contains an area for a photo. Thensimply drag your photo into the photo area field and click the Front and Back but-tons on the toolbar. This causes the photo to snap into the transparent field providedon the master. As you can see in the example in Figure 5.19, my photo now looks asthough it appears in the photo frame, as the way you would see in a scrap book. Allthis with just a few clicks and a little dragging!

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FIGURE 5.19

Alpha channels

that are built

into some slide

masters give you

smooth options

for photo dis-

play.


Using Keynote’s Image LibraryYou are free to import your own images, as described in the section “Using Photos inPresentations.” Keynote also gives you some images that you are free to use in yourpresentations. Here’s how you access them:

1. Select File, Open Image Library. The Image Library, as shown in Figure5.20, contains several key files, such as Chart Colors, Flags, Objects, Pictures,and Symbols & Borders.

2. Double-click one of these files to open it. You can now see the images avail-able within that library.

FIGURE 5.20

You can use

Keynote’s Image

Library to access

helpful images.

Another Keynote window appears, and in it you see the objects that are available inyour selection. For example, in Figure 5.21, I have opened Pictures.key andselected a photo. I can now select Edit, Copy, go back to my presentation slide, and

06 1010 ch05 1/28/04 12:47 PM Page 105

select Edit, Paste to put the object on my presentation. Then, all I have to do isresize the image and work with it just as I would with any other image. Make sureyou peruse the files in the Image Library because Keynote provides some really niceimages and graphics that you can use!


FIGURE 5.21

After you select

an image and

select Edit, Copy,

you can paste

the image into

your presenta-

tion.

Using Alignment Guides to Precisely PositionText and Objects

Positioning text and objects on a slide has the potential to be a real pain. After all,without some help, it can be very difficult to get objects to line up the way you wantand positioned in the right places on your slide. Don’t worry, though. Keynote givesyou a feature that helps you get objects placed correctly: You can use alignmentguides to make placement work really easy.

Working with Alignment GuidesAlignment guides are a cool little feature of Keynote that can help you get an objectpositioned in the right place on a slide. In short, the alignment guides take the guesswork out of positioning an object. For example, let’s say that you want an arrowpositioned exactly in the center of a slide. The alignment guides can help you dojust that, and the following steps show you how:

1. Create a new slide and then choose Masters, Blank.

06 1010 ch05 1/28/04 12:47 PM Page 106

2. Choose View, Show Rulers. (You do not have to use the Rulers feature touse the alignment guides, but I want you to use the rulers here for illustrationpurposes.)

3. Click the Shapes drop-down menu on the toolbar and choose the arrow. Youcan make any size and fill adjustments you like. Your slide should now looksimilar to the example in Figure 5.22.


FIGURE 5.22

You can use the

Shapes drop-

down menu to

place an arrow

on a slide.

FIGURE 5.23

You drag the

arrow until you

see the horizon-

tal yellow align-

ment guide.

4. To put the arrow in the vertical center of the slide, drag it up or down so thatit lines up with the 0 in the vertical ruler. When this is in line, a yellow align-ment guide will appear, as shown in Figure 5.23. This yellow alignment guidetells you that your image is aligned in the vertical center of the slide.

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5. To put the object in exactly the center ofthe slide (both vertically and horizon-tally), simply drag the arrow until you seeboth vertical and horizontal alignmentguides, as shown in Figure 5.24. If youuse the rulers as a guide, you see thatboth guides fall on 0, which is the verticaland horizontal center of the slide.

What if you want to align a series of objects,such as three arrows, on a slide? The align-ment guide can help you do that easily andquickly. Just create the arrows and drag theminto position. When the arrows are lined up, the yellow alignment guide appears over them, as shown in Figure 5.25. It’s that easy!


FIGURE 5.24

You drag the

arrow into

exactly the cen-

ter position by

using the align-

ment guides.

FIGURE 5.25

You can easily

align objects by

using the align-

ment guides.

tipThere might be times when

you are moving objectsaround and the alignmentguides are distracting to you.In this case, just hold down

the „ key while you dragthe object, and the align-

ment guide will not appear.

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Creating New Alignment GuidesKeynote allows you to create your own alignmentguides. Why would you want to do that? If you areworking on a slide that has a lot of different compo-nents, or maybe several different graphics, youmight want to create alignment guides to help youkeep everything looking nice and even.

To create your own alignment guides on a slide, dothe following:

1. Choose View, Show Rulers.

2. Position your mouse on a vertical or hori-zontal ruler in the desired location and thenclick and drag it onto the slide. A vertical orhorizontal alignment guide is created.

3. Drag the alignment guide to exactly thelocation you need it, using the rulers asguides.

As you can see in Figure 5.26, I have made severalalignment guides for this slide.


The alignment guidesyou create stay on the slide

unless you remove them. However,the alignment guides do not actu-ally appear in the presentationwhen you play it; they are pro-vided as a help when designingthe presentation only.

FIGURE 5.26

You drag from a

position on a

ruler to create a

new alignment

guide.

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Changing the Appearance of Alignment GuidesBy default, alignment guides appear in yellow, and the guides appear at the object’scenter. You can make a couple changes to this behavior if you like. For example,you can change the color of the alignment guides and you can also have the guidesappear at the object’s edges. You change these features by using Keynote Preferences.Just select Keynote, Preferences, and the Preferences dialog box appears, asshown in Figure 5.27. Click the color well to change the alignment guides color anduse the “Show guides at object center” and “Show guides at object edges” checkboxes as desired.


FIGURE 5.27

Make any

desired changes

to the Align-

ment Guides

portion of the

dialog box.

Grouping ObjectsIf you are using several objects on a slide and you want to work with them as oneunit, you can group the objects together. This allows you to move the objects aroundand work with them as though they were a single image, which can be really help-ful when you have several objects that are intricately placed.

Grouping and ungrouping are quite easy. To group objects, hold down the „ keyand select each object that you want to group. Then simply click the Group buttonon the toolbar, as shown in Figure 5.28. The objects are then grouped together. Youcan ungroup the objects by simply clicking the Ungroup button on the toolbar.

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FIGURE 5.28

You can use the

Group feature to

work with

objects as a sin-

gle group.


Working with GraphicsNow that you have some basics under your belt, you can begin creating highly effec-tive slides using graphics and text. As the old saying goes, practice makes perfect, sodon’t be afraid to experiment and try new things. The following sections help youget started and show you some fun ways to use graphics.

Combining Images and ShapesYou can combine images and shapes on a slide in any way that you like. As always,you need to keep the message you are presenting at the forefront of your mind asyou make decisions about how to design your slides. The good news is that you havea lot of flexibility. For example, take a look at Figure 5.29.

In this example, I have used an alpha channel on a master slide so that my photofits inside the frame. All I did was drag the photo to the frame, resize it a bit, andthen use the Front and Back buttons on the toolbar to snap the photo into theframe. Then I added an arrow object and used the Graphic Inspector to fill the objectwith an ocean image that matches the photo. Then I simply selected the arrow andselected Edit, Copy and then Edit, Paste to make duplicates of the arrow. I then puteach arrow in the corner and held down the „ key to drag them around for correctrotation. That’s all there is to it!

Figure 5.30 shows another example of combining shapes and images.

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FIGURE 5.29

You can com-

bine shapes and

images.


FIGURE 5.30

You can use

shapes and

images, shad-

ows, and fills for

a nice effect.

In this slide, I used two circle shapes. I filled the first with an image, used no border,and added a shadow. Then I added another circle, put it in the back of the first byusing the Back button on the toolbar, and then positioned it until I was happy withthe result. Then I selected the second circle and opened the Graphic Inspector so thatI could use a gradient fill on it. Again, with just a few minutes of work, I came upwith an interesting graphic.

Let your imagination soar! With just a few easy tools that Keynote gives you, youcan create all kinds of interesting perspectives and looks for your slides.

06 1010 ch05 1/28/04 12:47 PM Page 112

You are free to use as many photos on a page as you like. You need to resize themand move them around to the correct positions, but you are basically free to designthem in any way you like. Of course, you should always strive for graphics that arevisually pleasing and easy for audience members to view.

As you work with combining images, be sure to keep in mind the opacity option,which is found on the Graphic Inspector. For example, take a look at the slideshown in Figure 5.31.


FIGURE 5.31

You can use

multiple images

and effects to

create outstand-

ing slides.

Pretty cool, huh? Here’s how I made it. First, both of these images came fromKeynote’s Image Library. I simply copied the first image, the photo of the road, ontomy slide. Then I copied the second, the speed limit sign onto the slide. I then selectedthe speed limit sign and resized and positioned it over the first image. Next, Iopened the Graphic Inspector and used the Opacity slider bar to greatly decrease theopacity of the speed limit sign. Finally, I made a few more positioning tweaks, andthat’s it!

One last example of using shapes and images together is shown in Figure 5.32.

This slide uses the same principle as the one in Figure 5.31. I simply used twoimages from the Image Library, positioned the dollar sign over the other image, andadjusted the opacity.

Keep in mind that opacity can be used in a number of interesting ways. You can useopacity and other features to make some stunning visual slides for your presenta-tions.

06 1010 ch05 1/28/04 12:47 PM Page 113

FIGURE 5.32

As you can see,

a few editorial

changes make a

big difference!


Using Graphics and TextThe same basic principles apply to graphics as to text. You can add to a slide anygraphic that you like and then simply create a text box for the text. Then you enteryour text, adjust the size and font as desired, and position the text with the graphic.You can use opacity on either the text or the graphic, as shown in Figure 5.33.

FIGURE 5.33

Opacity settings

can greatly

affect graphics

and text.

06 1010 ch05 1/28/04 12:47 PM Page 114


The Absolute MinimumGraphics add a lot of value to presentations. As you work with graphics, keep inmind the following points:

■ Make sure that graphics enhance your presentation and make your messageeasier to understand. Do not add graphics simply for the sake of addinggraphics.

■ Add shapes using the Shapes button on the toolbar, and then use the GraphicInspector to adjust those shapes as needed.

■ You can add your own digital photos or grab images from the Image Library,which is found by selecting Edit, Open Image Library.

■ You can combine shapes and images, shapes and text with photos, or justabout any combination you want. Remember that you can use the opacityfeature in the Graphic Inspector to create stunning effects.

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06 1010 ch05 1/28/04 12:47 PM Page 116

In this chapter

• Change slide backgrounds and colors

• Use the opacity setting to create excitingbackgrounds

• Use alignment guides to keep thingsstraight

• Add music to a presentation

• Add video to a presentation

6

Working with

Backgrounds

and Multimedia

This chapter takes a look at doing more with a presentation. Specifically,

it looks at how to alter the backgrounds and colors of slides, revisits the

opacity and transparency tools, and shows some ways to really put

those tools to work. This chapter also takes a look at how to use audio

in a presentation and also how to use video clips with Keynote.

07 1010 ch06 1/28/04 12:45 PM Page 117

Changing Slide Backgrounds and ColorsKeynote gives you plenty of slide templates to choose from. You can get even moretemplates from a number of Internet sites as well (see Appendix C, “Helpful KeynoteWeb Sites”). However, what if you want to change the slide background and color?You can! In fact, you can actually create your own template from scratch so thatyour entire presentation uses your custom background and colors. You’ll find outhow to do that in Chapter 10, “Extending Keynote.”

But what if you only want to change a few slides within an existing presentation?For example, let’s say you are giving a presentation about your company to newemployees. However, your company recently purchased another company acrosstown. You want to devote a few of your slides to the new company, but you want tomake sure you keep the two companies separate in the audience’s mind. One wayyou can do this is to alter the theme background for the slides that are about theother company. You don’t have to do anything radical, but the different backgroundcan help the audience transition from the main focus of your conversation. You’llgive the audience a verbal transition, of course, but the slide background can helpgive your audience a visual transition as well.

So, when should you change the background on a set of slides within a presenta-tion? You should use this technique only if you are talking about a subset of some-thing within a presentation. You should not randomly change the background onthe slides for visual interest because that tends to make your presentation lookchoppy. Always think in terms of using a subset of slides for content that reallyneeds to be set off from the other content.

You can change the slide background in two easy ways. First, you can simply editthe particular slide and change the background as you wish. In other words, youcan change the slides you want without having to create new master slides or inte-grating two different presentations together. Second, you can use two differentthemes within the same presentation. The following sections show you how tochange slide backgrounds in these two ways.

Using the Slide Inspector to Change a BackgroundThe Slide Inspector gives you options for changing the type of layout for the text ona slide, changing a slide’s background color or type of background, and decidingwhether a transition is used between one slide and the next.

The Slide Inspector has a drop-down menu that lets you choose the type of back-ground you want. You can choose from Color Fill, Gradient Fill, Image Fill, andNone. Depending on what option you choose, the Slide Inspector changes so that


07 1010 ch06 1/28/04 12:45 PM Page 118

you can configure the option. For example, if you pick Gradient Fill, the SlideInspector gives you color boxes so that you can choose the colors for the gradient,and then you have the option to choose the angles and positioning of the gradient.

The final part of the Slide Inspector is the Transition section, which is covered inChapter 8, “Exploring Transitions and Builds.” We won’t get into those options here.

To change the background of a slide, just follow these steps:

1. Select the slide that you want to change in the Slides pane.

2. Click Inspector on the toolbar.

3. On the Inspector, click the Slide button. As you can see in Figure 6.1, theSlide Inspector gives you an easy way to quickly make changes to the slidebackground and colors.

CHAPTER 6 WORKING WITH BACKGROUNDS AND MULTIMEDIA 119

FIGURE 6.1

You can easily

change the slide

background by

using the Slide

Inspector.

4. Click the Master & Layout drop-down menu to select a different slide con-figuration, as shown in Figure 6.2. This gives you an easy way to change thetitle and bullet options for the particular slide without any affecting thewhole presentation.

5. If you want to show the title on the slide and show the body text formatting(for example, bullets), check the Show Title and Show Body check boxes.If you do not want to show this information, clear the check boxes. Theseoptions can be helpful because you can choose a Title & Bullets layout andstill have the ability to customize it by using the Show Title and Show Bodycheck boxes.

07 1010 ch06 1/28/04 12:46 PM Page 119

6. Choose a background type from the Background drop-down menu.

■ If you choose Gradient Fill, select a color and an angle for the gradient.

■ If you choose Image Fill, you’ll see a preview box for the backgroundand buttons so that you can choose the image you want to use.

■ If you want to use a color fill, choose the appropriate option from theBackground drop-down menu (see Figure 6.3). Click the color selec-tion box and then choose a color from the background from the Colorsdialog box that appears.

7. When you’re done making selections in the Slide Inspector, click the redClose button in the Slide Inspector.

Changing the Background by Combining ThemesThe second way to change the background of a slide is to actually use two differentthemes in one presentation. There’s a really easy way to do that. For example, let’ssay that you want to create a subset of slides that use a different theme—perhapssomething similar to your main presentation theme but different enough for con-trast purposes. Because you want to work with two different themes, the easiest wayto create the presentation is to create your main presentation and then do the following:


FIGURE 6.2

You use the

Master &

Layout drop-

down menu to

choose other

slide

configurations.

07 1010 ch06 1/28/04 12:46 PM Page 120

1. Click the New button and choose a new theme. Another presentation is cre-ated.

2. In the new presentation, create the desired slides (which will be the subsetwithin the main presentation), using this new theme.

3. When you are done, simply drag the new slides to the original presentation,as shown in Figure 6.4. The imported slides retain their theme formattingwithout affecting any of the original theme slides.


FIGURE 6.3

You can click

the color selec-

tion box below

the Background

drop-down

menu to choose

a color for the

background.

FIGURE 6.4

You can drag

slides that have

different themes

applied to them

from one presen-

tation to

another.

07 1010 ch06 1/28/04 12:46 PM Page 121

As you can see, you now have the original presentation with a subset of slides thatuse a different theme. It’s that easy!

Adding Visual Interest to Objects by Using theOpacity Setting

I’ve made mention in the past couple chapters about opacity. Opacity is an imageterm that simply refers to the transparency, or “see-through-ness,” of an object. Themore opacity an object has, the less see-through it is, and the less opacity an imagehas, the more transparent it is. For example, in Figure 6.5, the object on the left has100% opacity, and the object on the right has 22% opacity. As you can see, theobject on the right is rather transparent.


FIGURE 6.5

Opacity deter-

mines how

transparent an

object looks.

Opacity is a very helpful feature of Keynote because it allows you to customize theway images look on a Keynote slide, and it gives you a way to introduce interestingtextures. For example, take a look at the slides in Figure 6.6. All the effects you seewere created simply by placing objects on a slide and adjusting the opacity of thoseobjects as desired.

The example shown in Figure 6.6 contains basic text, using the default theme’s fontand style. I’ve simply added the arrows, which diminish—that is, become less andless opaque—down the page. Diminishing objects can really help draw attention tocertain items on a slide and give your slide a graphics boost for additional visualinterest.

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To create a slide with diminishing arrows, follow these steps:

1. With your desired slide open, click the Shapes drop-down menu and choosethe arrow option (see Figure 6.7). An arrow appears on the slide.


FIGURE 6.6

The opacity set-

tings create a

diminishing

effect on this

slide.

FIGURE 6.7

You can click

the Shapes

menu and

choose the

arrow shape.

2. Move the arrow to the desired position and resize it as necessary (see Chapter 5, “Working with Graphics,” for details).

3. Make sure the arrow is selected and then click the Inspector button on thetoolbar and choose the Graphic button on the Inspector.

07 1010 ch06 1/28/04 12:46 PM Page 123

4. Change the color fill, stroke, and shadow as desired (see Chapter 5 fordetails).

5. Keep the opacity set to 100%.

6. Choose Edit, Copy and then choose Edit, Paste. A copy of your arrowappears on the slide.

7. Position the second arrow as desired and then go back to the GraphicInspector and set the opacity for this arrow to around 58%.

8. Repeat steps 6 and 7, but set the opacity of the third arrow to 15%. This isn’tan exact science, so feel free to adjust the opacity values in the previous stepsto suit your needs.

That was fun and easy! You can use this process on any type of object or picture togive your slide some additional visual interest.

Another example of using opacity to add visual interest is shown in Figure 6.8. Thisexample uses a background picture from the Image Library. I simply put the imageon the slide and then adjusted the opacity to a very low percentage. The image isstill visible, but it doesn’t dominate the slide, leaving me room to do work with text.Many times, your images may work great as a background, but they tend to over-whelm the slide if you don’t tone them down with the opacity feature.


FIGURE 6.8

Use the Opacity

setting to add

visual interest to

the elements in

your

presentation.

The following steps outline the basic process you follow to create a slide like the oneshown in Figure 6.6:

1. On the desired slide, click the Masters drop-down menu on the toolbar andchoose the Blank option.

2. Choose File, Open Image Library (see Figure 6.9).

07 1010 ch06 1/28/04 12:46 PM Page 124


FIGURE 6.9

The Image

Library gives

you a wealth of

images and

objects you can

use in presenta-

tions.

3. In the Image Library window, double-click Pictures.key. The Image Libraryopens.

4. Locate the desired picture in the Slide Organizer and select it. The imageappears on the Slide Canvas.

5. Click the picture to select it and then choose Edit, Copy.

6. Close the Image Library.

7. Back in your presentation, choose Edit, Paste. The picture now appears onyour slide. Resize the picture as necessary so that it covers the slide (seeChapter 5 for more details).

8. Make sure the picture is selected and then click the Inspector button on thetoolbar and choose Graphic button on the Inspector.

9. Change the opacity to a low percentage, such as 20%. Close the GraphicInspector.

10. Click the Text button on the toolbar to insert a text box. Type the wordingyou want to appear in the slide and then select Format, Font to change thesize and style of the wording as desired. See Chapter 2, “Working with Text,”for more information about working with text.

As you can see, opacity gives you a quick and easy way to make an image work fora slide background. But that’s just the beginning! There is still more you can do withopacity settings.

The slide shown in Figure 6.10 uses the same image twice to create another type ofeffect. I got the stopwatch from the Keynote Image Library, simply enlarged it on thebackground and rotated it to the left, and then adjusted its opacity so that it isbarely visible. Next, I pasted the image to the slide again, adjusted the positioning,and rotated the second image to the right by using the Metrics Inspector. Thisapproach creates a slide that is interesting and professional looking.

07 1010 ch06 1/28/04 12:46 PM Page 125


FIGURE 6.10

The Opacity set-

ting gives you

the ability to

create eye-

catching effects.

The example shown in Figure 6.11 uses a process that is somewhat similar to theearlier example of the diminishing arrows. This time, however, you stack the imagesone on top of the other, with the highest-opacity image on top and the lowest-opacity image on the bottom. This gives the illusion of movement.

FIGURE 6.11

Opacity settings

can give the illu-

sion of move-

ment.

As you can see, there are many different things you can do with opacity. All theexamples you just looked at were made by simply positioning objects and using theOpacity slider bar on the Graphics Inspector. No other tricks were used at all!

07 1010 ch06 1/28/04 12:46 PM Page 126

Using Audio in a PresentationWorking with audio naturally leads to the issue ofusage. How should you use audio in a presenta-tion, or should you use it at all? That is an impor-tant point to consider, and just because you can useaudio in a Keynote presentation doesn’tnecessarily mean that you should.

As with all other things in a presentation, youshould think carefully before you use audio—fortwo major reasons. First, if you are using theKeynote presentation in a live presentation, the audio portion may have to be miked so that all the audience members can hear it, dependingon the size of the room in which you are speaking.This issue can be a problem in some locations.

Second, and more importantly, does the audiohelp your message? You might need to play anaudio file to support your slide or show anexample, but superfluous audio files do not workwell. For example, have you ever watched aKeynote or PowerPoint presentation where thespeaker put little sound effects throughout theslides (hands clapping, bells ringing, and so on)?What did you think? All too often, these tacticsseem more like a gimmick than anything else.My advice is to be very cautious when you useaudio. Make sure the audio really has a purposeand always ask yourself, “Is the audio helping ordistracting from my message?”

Importing Audio FilesJust as you can import different kinds of photos and image files into Keynote, youcan also import sound files. Specifically, Keynote supports AIFF and MP3 sound files.If this is a bunch of gibberish to you, don’t worry.

AIFF files are uncompressed, digital audio files. They are very close to the files thatare on any music CD you purchase. MP3 files, on the other hand, are compressedmusic files that are specifically designed for computers because they take up lessstorage space on a hard disk. Here’s the skinny: AIFF files sound great, but they eatup a lot of disk space. MP3 files sound almost as great, but they use only a fractionof the disk space that an AIFF file uses.


If you have problemsstacking images and get-

ting them in the right order, usethe Front and Back buttons onthe toolbar to get the correctstacking effect.

tipOpacity can really give

your slides a smooth look,and it can help you controlthe overall appearance ofslides. Don’t let this helpful

tool slip into the back-ground of your mind as

you are working with Keynote!

07 1010 ch06 1/28/04 12:46 PM Page 127

So how can you get these files and how can use them in Keynote? It’s easier thanyou might think:

■ You can drag any song from your iTunes library to a slide in Keynote. iTunesstores your songs as either AAC or MP3, so there are no compatibility issues.Your iTunes library is usually found in [Home]/Music/iTunes/iTunes Music. If itmakes your life easier, just open iTunes anddirectly drag a song from iTunes to your desk-top and then drag the song to the SlideCanvas.

■ You can download MP3 files from theInternet and drag them to your slide. Aslong as the file is an MP3 file (and almostall sound files from the Internet are), every-thing will work just fine. The cool thingabout this option is that you can find allkinds of sound effects, or “sound bites,” asthey are often called. Check out www.sound-effects-library.com or www.thefreesite.com tofind a bunch of sound effects. Also, you canjust search for MP3 files at any searchengine, such as www.google.com, to find manyadditional sites.

■ You can put a music CD into your Mac’sCD-ROM drive, open the CD, and simplydrag the file from the CD to your Keynoteslide. Note, however, that the AIFF format isused with this method. That’s fine, but justbe aware that the AIFF file will greatly addto the overall file size of your presentation.

Adding an Audio File to a SlideNow that you know how you can find audio files to add to a presentation, let’s walkthrough putting the link to the song into a slide.

To add audio from iTunes to a slide, follow these steps:

1. Select the desired slide in your Keynote presentation so that it appears on theSlide Canvas.

2. Open iTunes. It is probably an icon on the Dock, but if it is not there, selectMacintosh HD, Applications, iTunes.


You can use down-loaded songs and sounds in

live presentations without worry-ing about copyright. This is consid-ered “fair use.” However, if youcreate a slideshow that will beused for marketing purposes, puton a CD, or sold to people in anyway, you need to have permissionto use the sound files. Check outthe Web site where you down-loaded the songs or sounds to findout more about specific copyrightissues.

07 1010 ch06 1/28/04 12:46 PM Page 128

3. Find the song in the iTunes library andthen drag it to your desktop. Or you canjust directly drag it to the Slide Canvas, asshown in Figure 6.12.

The song appears on the slide as anaudio icon, which you can see in Figure6.13. When you play the slide, the musicwill automatically play.

Now, if the audio icon perplexes you a bit, don’tworry. The audio icon simply tells you that amusic file is attached to the slide. The icon doesnot appear when you actually play the slide. You candrag the audio icon around if you like and place it anywhere on the slide (so that itis out of your way), but keep in mind that the audio icon doesn’t actually do any-thing except tell you that there is an audio file attached to the slide.

You can double-click the audio icon to hear the music play, and if you later decidethat you do not want to use the audio on the slide, you just select it and select Edit,Delete. This does not delete the song from iTunes or wherever you originallyimported it from; it just removes it from the slide.


tipWhen you drag a song

from iTunes, the song iscopied to the desktop or theSlide Canvas. Your originalsong stays safe and sound in

your iTunes library, so don’tworry.

FIGURE 6.12

You drag a song

from the desktop

to the Slide

Canvas.

Using the Media Inspector to Adjust Audio OptionsOne issue to keep in mind as you use audio in presentations is simply how the audiofeature works. When you advance to a slide that has an audio file, the audio filebegins playing. In the case of a song, the file stops playing at the end of the song or

07 1010 ch06 1/28/04 12:46 PM Page 129

when you advance to the next slide. You can’t place a single audio file across awhole presentation (for example, to have music playing in the background whileyou talk); the audio is limited to a slide-by-slide basis.


FIGURE 6.13

The audio now

appears as an

icon on the

slide.

However, you can adjust the audio volume and repeat option (which can cause theaudio file to play over and over as long you linger on the slide). To set these options,click the Inspector button on the toolbar and then click Media button on theInspector. The Media Inspector appears, as shown in Figure 6.14.

FIGURE 6.14

You can use the

Media Inspector

to adjust slide

media.

By default, the audio file does not repeat, but you can cause it to by clicking theRepeat drop-down menu and choosing Loop or Loop Back and Forth (whichplays the audio forward and then plays it in reverse).

07 1010 ch06 1/28/04 12:46 PM Page 130

You can adjust the overall volume of the audio playback by simplymoving the Volume slider bar.

Finally, notice the controls at the bottom of theMedia Inspector. These controls allow you to playthe audio file while you are working on it.

Using Video in a PresentationKeynote supports both the QuickTime movie for-mat and Flash for video, and to use video in apresentation, all you have to do is drag a movieto your slide. Of course, it is beyond the scope ofthis book to explore the process of makingmovies, but your Mac provides a really cool pro-gram called iMovie that you can use to makemovies and even photo slideshows. Then youcan export the movies to the QuickTime formatand then simply drag them to the Slide Canvas.

After you drag a movie to the Slide Canvas, yousee the first frame of the movie. As with anyobject, you can use the selection handles toresize the movie window and to drag the moviewindow around to position it on the screen in adesirable place. You can use text or anythingelse on a slide with the movie, as shown inFigure 6.15.


When you place a soundfile on a slide, the soundfile still resides on yourcomputer, not withinKeynote itself. So, if youcopy a Keynote presentation to aCD or to another computer, youmust copy the audio file as well.

caution

tipTo get some detailed help

with using iMovie, seeChapter 17, “Making DigitalMovie Magic with iMovie,”in Special Edition Using Mac

OS X, v10.3 Panther.

FIGURE 6.15

You can position

a movie as

needed.

07 1010 ch06 1/28/04 12:46 PM Page 131

I don’t mind telling you that Keynote doesn’t doa great job with large movie windows. Whenyou play such a movie, it will look rather grainy,so smaller movie windows work best.

As with audio, you can use the Media Inspectorto adjust the repeat behavior and sound of amovie. You can also use the Poster Frame sliderbar, shown in Figure 6.16, to choose a frame ofthe movie that is visible in the movie window onthe slide until you start playing the movie. Bydefault, the first frame is shown, but you cansimply adjust the Poster Frame slider value tochoose the frame you want to show.


tipRemember to use the

alignment guides to lineeverything up, if necessary.

FIGURE 6.16

You can move

the Poster

Frame slider bar

to choose the

frame you want

displayed until

the movie

begins.Although you can’t

control movie playback,you can use a Keynote featurecalled a build to determine whenthe movie appears on the slideduring the slideshow. If thatsounds both interesting and con-fusing, don’t worry; we’ll talkabout builds in Chapter 8.

07 1010 ch06 1/28/04 12:46 PM Page 132

As with audio files, a movie begins playing as soon asyou advance to a slide that contains a movie. Themovie stops playing when the movie ends or whenyou advance to the next slide. Unfortunately, thereare no controls for the movie during playback. Inother words, during the presentation, you cannotpause or stop the movie so that you can makecomments.


As with an audio file, amovie file is external to a

presentation. So, if you copy theKeynote presentation to a CD ormove it to another computer, youmust also copy the movie file aswell, or the movie will not playduring your presentation.

The Absolute MinimumWith just a few tricks, you can make Keynote presentations look really great. Keepthese points in mind:

■ You can change slide backgrounds by using the Slide Inspector. You can alsomix and match themes by simply dragging slides from other presentationsto the Slides pane.

■ You can set the opacity on the Graphic Inspector to manage the trans-parency of images. This simple tool gives you many creative options.

■ You can use the alignment guides to help align images and objects. Don’tforget that you can also create your own!

■ Audio and movie files can really add some cool features to a presentation.You can use them as needed by simply dragging them to the Slide Canvas.

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07 1010 ch06 1/28/04 12:46 PM Page 134

In this chapter

• Use Keynote views to make your work easier

• Manage the slide order in a presentation

• Keep things organized with slide groups

• Keep things a secret with skipped slides

• Make speaker notes to help remember thedetails

• Spell check a presentation and more

7

Managing

Presentations

Your slides can be a great help, but they can also throw a presentation

off track if you are not careful. Why, you might ask? The answer is sim-

ple. As you work with Keynote, it is easy to get so interested in the

details of each slide that you do not stop to consider the entire presen-

tation. It is not unusual for people to circumvent this part of the plan-

ning process, but the overall order, look, and feel of a Keynote

presentation is of utmost importance to a presentation’s success. This

chapter examines some important issues related to the management of

a presentation.

08 1010 ch07 1/28/04 12:48 PM Page 135

Working with Keynote ViewsKeynote provides three different views that can make your work easier as you puttogether presentations. The views are Navigator, Outline, and Slide Only, and asyou’ll quickly see, these views are designed to help you work with Keynote moreeffectively. It is important to realize that the different views don’t actually do any-thing. They simply organize information in a way that is best for you to work with.Also, you can switch between views as you like without affecting anything that youhave done in the presentation. The main idea to keep in mind here is simply thatviews are designed to help you view a presentation in a way that is useful as you arecreating it.

Navigator ViewNavigator view is the default view Keynote uses. In Navigator view, you see a graph-ical representation of each slide in the Slide Organizer. When you click a slide in theSlide Organizer, the slide contents appear on the Slide Canvas, where you can thenwork with the slide in any way that you like (see Figure 7.1).


FIGURE 7.1

Navigator view

gives you an

icon of each

slide in the Slide

Organizer.

Navigator view works great for slides that primarily have a lot of graphics. However,what if a presentation presents a lot of data, which you have displayed in a simple

08 1010 ch07 1/28/04 12:48 PM Page 136

bullet text format? Navigator view isn’t very helpful because it is basically impossi-ble to read the content on the different slides in the Slide Organizer. In Navigatorview, you have to guess which slide is which and click around through them to seewhat appears on the Slide Canvas.

Outline ViewRather than play the guessing game, you can switch to Outline view to view data-heavy slides. Select View, Outline, and the Slide Organizer changes to an outlineview, as shown in Figure 7.2. In Outline view, you see a small slide icon for eachslide, but you see all the text that is written on the slide, including any bullet pointsor other text on the slide. Outline view is, well, an outline of the presentation, rightbefore your eyes! As you are looking through the presentation, this view can reallyhelp you get a solid feel for the content and the way it is ordered in the presentation.

CHAPTER 7 MANAGING PRESENTATIONS 137

FIGURE 7.2

Outline view

helps you see

the text content

of each slide.

Slide Only ViewYou can access Keynote’s Slide Only view by selecting View, Slide Only. Thisoption simply removes the Slide Organizer so that you see only the currentlyselected slide, as shown in Figure 7.3. This is a quick way to view slides without thedistraction of the Slide Organizer. The cool thing is that you can quickly move fromNavigator view or Organizer view to Slide Only view and back again by using theView menu.

08 1010 ch07 1/28/04 12:48 PM Page 137

Rearranging Slide OrderLet’s face it; no one is perfect. No matter how hard you might try, things can get outof order. You might be on Slide 10 of a presentation and discover that you need toadd a new slide between Slides 2 and 3. Or perhaps you have already created aKeynote presentation and you later find that you want to reorganize the wholething. You can relax. Keynote makes it very easy to rearrange your slides.

The Slide Organizer is your best friend in these circumstances, and all you have todo is simply drag slides to move them around. You can also insert slides at any pointin the presentation.

First of all, let’s say you want to move a slide around to a different location in yourpresentation. Simply click the slide in the Slide Organizer and drag it to the desiredlocation, as shown in Figure 7.4. You can drag slides in either Navigator view orOutline view.

You can also drag multiple slides at the same time. For example, let’s say you createthree slides but later decide that those slides need to be moved, as a group, to a dif-ferent location in the presentation. No problem. Just hold down the „ key and clickeach slide to select it. Then drag the slides to the new location, as shown in Figure 7.5.


FIGURE 7.3

Slide Only view

can give you a

quick and unen-

cumbered look

at one slide at a

time.

08 1010 ch07 1/28/04 12:48 PM Page 138


FIGURE 7.4

You can simply

drag a slide to a

new location in

the Slide

Organizer as

needed.

FIGURE 7.5

You can drag a

group of slides

in the Slide

Organizer to

change the order

of a presenta-

tion.

08 1010 ch07 1/28/04 12:48 PM Page 139

Aside from dragging slides around in the SlideOrganizer, you can also insert or delete slides atany time. To insert a new slide, in the SlideOrganizer simply select the slide that you wantthe new slide to follow and then click the Newbutton on the toolbar. The new slide appears.Similarly, you can select a slide and click theDelete button on the toolbar to remove it fromthe presentation.

Grouping SlidesAs discussed in Chapter 1, “Beginning Skills: Getting to Know Keynote,” you cangroup slides together in the Slide Organizer. If that idea intrigues (or perplexes) you,you’ve come to the right place.

First of all, let me say that grouping slides doesn’t do anything to a presentation.The slides still play in the same order and in the same manner, and as far as theaudience is concerned, grouping doesn’t mean anything at all. So if groupingdoesn’t affect a presentation, what’s the point? The point is simply to help you.Think of slide grouping as a tool that can help keep you organized as you work withslides in the Slide Organizer.

Let’s say you are giving a presentation at yourcompany about three different products. Foreach product, you have an introductory slideand about five slides concerning the product. Tohelp you keep the slides straight, you can groupthe five or so slides under the introductory slideso that you can easily locate the appropriate setof slides for each product in the Slide Organizer.Once again, this doesn’t do anything to yourpresentation when it comes to viewing theslideshow, but grouping can help you stay moreorganized and keep things straight as you workon the slides.

How do you group slides? The process is quick and easy. Just follow these steps:

1. In the Slide Organizer, select the first slide in the group.

2. Press the Tab key. Note that the slide indents below the previous slide, asshown in Figure 7.6.


tipOops! Did you delete a

slide by mistake? No prob-lem. Just select Edit, UndoDelete.

tipRather than use the Tab

key, you can drag a slide tothe right in the SlideOrganizer to group it.

08 1010 ch07 1/28/04 12:48 PM Page 140

3. Repeat this process for the additional slidesin the group. Note that slides you want togroup must be in consecutive order beforeyou can group them.

4. A disclosure triangle now appears beside theslide under which the new grouped slidesreside. You can click the triangle to hide theslides in the grouping and click it again todisclose them, as shown in Figure 7.7.

After you group slides together, you are not stuckwith the grouping. You can easily remove a slidefrom a grouping by simply dragging it back to thelineup of slides so that it is not indented. At thispoint, the slide is no longer grouped. If you need toungroup a collection of slides, just select them byholding down the „ key and dragging to the left.You can also hold down the Shift key and pressthe Tab key to ungroup the slides.


FIGURE 7.6

You select a slide

and press the

Tab key.

When you hide slidesby using the disclosure tri-

angle, you are simply removingthem from view in the SlideOrganizer. You are not hidingthem during the presentation. Theslides will appear as they wouldnormally when you play the pres-entation. It is important to keepthis concept straight in your mind.The disclosure triangle simply hidesslides so that the Slide Organizer iseasier to view and work with. Itdoesn’t do anything else.

08 1010 ch07 1/28/04 12:48 PM Page 141

One other grouping trick you can use is to groupwithin a group. Let’s say you have a group ofthree slides. However, you want to have anothergroup of two slides under the last slide in thefirst group. What can you do? Just drag theslides to the right to create a secondary group,as shown in Figure 7.8. You can group as manylevels as you like. Just make sure you keepthings organized in a way that is useful to you.


FIGURE 7.7

You can use the

disclosure trian-

gle to view or

hide a group of

slides.Disclosure triangle

tipDon’t confuse the Group

and Ungroup buttons on thetoolbar with grouping slides.The Group and Ungroup buttons are used to group

objects on a slide (such asshapes). They are not used

to group and ungroup slides inthe Slide Organizer.

08 1010 ch07 1/28/04 12:48 PM Page 142

Skipping Slides While Viewing a SlideshowLet’s say you have created a 30-minute sales presentation with Keynote. The salespresentation presents all aspects of a product, and you travel around to differentcustomer sites, making this presentation. However, some customers allow you only15 minutes for the presentation. Of course, you could speed things up and workthrough the Keynote presentation more quickly than usual, or you could simply cre-ate a new, scaled-down presentation, or…

As you might guess, there is a better way. Keynote gives you the option to skip slidesduring a presentation. You use the Slide Organizer to determine what slides youwant to skip, and when you play the Keynote presentation, those slides are simplyskipped over and do not appear. This is a great way to reduce the length of a presen-tation without having to create an entirely new one.

For example, let’s say that you have several primary slides about a sales product.You also have several grouped slides under those that go into more detail. To shortenthe presentation, you can skip the extra slides that contain the additional informa-tion. As you can imagine, this trick is a great way to tailor an existing presentationto your time needs, or even the needs of the audience, without any additional laboron your part. All it takes is a few mouse clicks.


FIGURE 7.8

You can create

groups to as

many levels as

you need.

08 1010 ch07 1/28/04 12:48 PM Page 143

To skip a slide when viewing the slideshow, followthese steps:

1. In the Slide Organizer, select the slide youwant to skip.

2. Select Slide, Skip Slide. The slide nowappears as a collapsed slide in the SlideOrganizer, as shown in Figure 7.9.


FIGURE 7.9

The skipped

slide now

appears col-

lapsed in the

Slide Organizer.

Skipped Slide

3. To stop the slide from being skipped, select it again and select Slide, Don’tSkip Slide.

Working with Master Slides and LayoutsAs you have been working with Keynote, you have probably accessed master slidesand layouts on those slides from time to time. Master slides may seem a bit daunt-ing and confusing at first, but in reality, master slides exist to make Keynote mucheasier to use. In a nutshell, master slides give you a slide layout so that all you haveto do is type the information or insert the content you want. This keeps you fromhaving to stare at a blank slide and create your own slide content from scratch.

Notice that the slidenumbering adjusts to

reflect the skipped slide. The littlebar you see between Slides 3 and4 simply notes a skipped slide, butthe skipped slide is not numbered.

08 1010 ch07 1/28/04 12:48 PM Page 144

Master slides exist to make Keynote easier to use, give you a smooth slide look andlayout, and make your work with Keynote faster and more productive.

As you know, you can access master slides by clicking the Masters button on thetoolbar. As shown in Figure 7.10, you see an icon view of each master slide that isavailable, and all you have to do is click the desired master slide to see a new slideappear on the Slide Canvas.


FIGURE 7.10

You can click the

Masters button

to choose a mas-

ter slide.

What master slides should you use and when? That depends on your needs. If youare not sure what the master slides give you, click the Masters drop-down menuand take a look at the names of the master slides. This will give you a good clue asto what you are getting. Also, keep in mind that new master slides adhere to yourcurrent theme when you select them.

Master Slide OptionsThe master slide icons are a bit difficult to see, so this section provides a quick expla-nation of how and when you might use each one. Use the following as a quick guideto the master slides so you can see exactly what you’ll get when you choose thatmaster:

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■ Title & Subtitle—This master slide, as shown in Figure 7.11, provides youwith a title and subtitle area where you double-click to enter text.


FIGURE 7.11

You click to

enter a title and

subtitle.

■ Title & Bullets—This is a standard master slide that you use to enter a titleand bullet points (see Figure 7.12). You’ll use this one a lot. Keynote automat-ically adjusts to the number of bullet points you want to type.

■ Bullets—This master option gives you a place to create bullet points only;there is no title. This master works well if you need to extend a bulleted listfrom a previous slide or if you simply do not want a title getting in the way.

■ Blank—As you can guess, this masterdoesn’t have anything on the slide. Allyou see is the theme design, but no textboxes or other items. Use the blank mas-ter if you need to create a custom slide.

■ Title—Top—This option gives you a titlebox at the top of the slide but nothingelse. This master works well if you wantto use a title but create the rest of theslide content from scratch.

tipWhat if you do not want a

subtitle? No problem, justclick to select the subtitlebox (the selection handlesappear) and press the Delete

key. You are left with themain title only.

08 1010 ch07 1/28/04 12:48 PM Page 146


FIGURE 7.12

You click to enter

a title and

bullets.

■ Title—Center—This master is virtually the same as the Title—Top master,except that the title appears in the center of the slide. There is no subtitle.

■ Photo—Horizontal—This master, as shown in Figure 7.13, allows you toplace a horizontal photo in the center of the slide and create a title beneaththe photo. See Chapter 5, “Working with Graphics,” to learn more aboutworking with graphics.

FIGURE 7.13

This master

gives you a

photo holder

and title text.

■ Photo—Vertical—This master option, as shown in Figure 7.14, gives youplaces for a vertical photo, a title, and standard paragraph text. This is agreat master to use when you need to title a vertical photo and provide ashort blurb of information about it.

08 1010 ch07 1/28/04 12:48 PM Page 147

■Title, Bullets & Photo—This master option is similar to Photo—Vertical,but it provides a larger title area and text box for bullet points. Use this mas-ter when you need to display a photo but provide more text on the slide.

■ Title and Bullets Left—This option places the title at the top of the pageand bullets to the left, leaving you an open area to place any other slide itemyou might want to include.

■ Title and Bullets Right—This is the same as Title and Bullets Left exceptthat the bullets are to the right of the slide instead of to the left.

Quick Access to Master SlidesThere is a quick trick you might want to keep inmind as you work with master slides. You can usethe Masters button on the toolbar to select themaster slide you want to use and also have themaster slides hiding directly behind the SlideOrganizer. To access them, click the double-linearea in the upper-right corner of the SlideOrganizer and drag down (see Figure 7.15).

This moves the Slide Navigator down the screenand reveals the master slides, as shown in Figure 7.16.


FIGURE 7.14

You can use this

master to place

a vertical photo

and add a title

and explana-

tory text.

If you want to furthermanipulate master slides

and even create your own, checkout Chapter 10, “ExtendingKeynote.”

08 1010 ch07 1/28/04 12:48 PM Page 148


FIGURE 7.15

You click and

drag the double

line with your

mouse.

FIGURE 7.16

Master slides can

be accessed

onscreen.

You can now easily use the Slide Organizer as well as the master slide list in a split-pane view.

08 1010 ch07 1/28/04 12:48 PM Page 149

Creating Speaker NotesAs a professional speaker, you should never need speaker notes, right? Ha! Even themost professional speaker or presenter has an affinity for notes. After all, the pres-sure and stress of any speaking or presentation event is enough to make you forgetyour name, much less the finer points of your presentation.

It is perfectly fine to use speaker notes when you give a presentation. In most cases,they really are a must-have. Keynote gives you a basic outline of your presentationby its nature, but what do you do with all the extra information you want to say?For example, let’s say you have a slide with three bullet points. Under each bulletpoint are several pieces of information you want to point out but not include on theslide. This is the place for speaker notes, which are notes to you to help you remem-ber what to say; the audience does not see them.

Speaker notes do not appear in the presentation, but you can add them to any slideand print them later for your own use. In this manner, Keynote can really be thetool you use to help prepare for an entire presentation, not just the slides for thepresentation.

To create speaker notes, just select the desired slide in the Slide Organizer so that itappears on the Slide Canvas. Then select View, Show Notes. A text box appears atthe bottom of the Slide Canvas, and in it you can type any note or information youwant, as shown in Figure 7.17.


FIGURE 7.17

You type speaker

notes in the box

provided at the

bottom of the

screen.

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Spell Checking and Find and ReplaceMisspelled words are a nightmare item for presentations. You are plugging along,really doing a great job with your presentation, and there it is: a glaring misspelledword on the screen. Unfortunately, despite all your hard word on the presentation,the spelling error makes you look unprofessional. It looks as though you didn’t proofyour slides and you are unprepared.

Sound drastic? I’m afraid spelling errors on slides are just that, but the good news isthat they are easy to avoid, thanks to Keynote’s spell checker. You can spell check apresentation and lose most of those spelling problems immediately. In fact, Keynotecan even check your spelling as you type.

Before you breathe a sigh of relief, I do have word of warning. Spell checker onlychecks for misspelled words—not poor usage. For example, “Two bee or knot too bee”is spelled correctly, but the usage is wrong. Also, watch out for you, you’re, and yourand there, their, and they’re. Spell checker will not find usage errors, so unless youhave a degree in English, it is always a good idea to have someone else proofreadyour presentation. (I always do anyway, even though I have a degree in English!)

The point is that spelling errors are common, and they can creep into a presenta-tion, but you can fix and avoid them with just a little proofing work on your partand some good help from Keynote.

Using Spell CheckWhen you select Edit, Spelling, you can choose from these three options:

■ Spelling—This option checks the presentation and opens the Spelling dialogbox so you can fix the errors.

■ Check Spelling—This option scans the presentation and highlights anywords that are potentially misspelled.

■ Check Spelling as You Type—When you select this option, the spellchecker checks the presentation as you type, underlining any potentially mis-spelled words in red. It’s a good idea to turn on this feature because it canpoint out problems as you work.

When you select Edit, Spelling, Spelling, the Spelling dialog box, which pointsout misspelled words, appears. As you can see in Figure 7.18, Keynote tries to guesswhich word you are really after. If it finds the right word, you can just select it in theGuess box and click Correct, or you can simply retype it in the provided text boxand then click Correct. What if the spell checker keeps flagging a word that is cor-rect, such as a technical or medical term? In that case, you just click the Forget but-ton so that Keynote will stop flagging it, or better yet, click the Learn button soKeynote can add it to the dictionary.


08 1010 ch07 1/28/04 12:48 PM Page 151


FIGURE 7.18

The Spelling

feature suggests

alternative

spellings for

misspelled

words.

Using Find and ReplaceAlong with spell checking, Keynote also gives you a find and replace option. Let’ssay that you have created an entire presentation, which is about using a computer.Throughout the presentation, you have used the term cat where you should haveused the computer term mouse (hey, it’s my example). Instead of having to wade allthe way through the presentation and make the corrections manually, you can haveKeynote simply find all instances of cat and replace each one with mouse. Here’s howyou do it:

1. Choose Edit, Find, Find Panel. The Find dialog box appears (see Figure 7.19).

FIGURE 7.19

You can use find

and replace to

quickly change

words or phrases

throughout a

presentation.

08 1010 ch07 1/28/04 12:48 PM Page 152


2. In the Find dialog box, type the word to find in the Find text box and typethe word you want to replace it with in the Replace with text box. Notethat you can check the entire file or the current selection and you can chooseto ignore case and work only with whole words. In this example, selectingWhole Words would confine the find and replace function to only findingcat, rather than words that contain cat, such as caterpillar.

3. Click Replace & Find to start the replacement process. Keynote finds andreplaces your entries.

The Absolute MinimumKeynote makes the tedious work of presentations simple with a number of tools andfeatures:

■ Keynote views let you easily toggle between different view options within apresentation.

■ You can use the Slide Organizer to quickly rearrange slides, work with slidemasters, group slides, and create new slides.

■ You can use the Slide menu to skip slides you don’t want to show in the pres-entation.

■ You can create speaker notes with the View menu.

■ Keynote gives you a spell checker to check your presentation’s spelling andthe find and replace function to quickly and easily find and replace words orphrases in the presentation.

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08 1010 ch07 1/28/04 12:48 PM Page 154

In this chapter

• Create transitions between slides

• Modify transitions in a presentation for acleaner look

• Create effective slide content showing withbuilds

• Customize builds to meet your needs

• Manage builds and delivery

8

Exploring

Transitions and Builds

You know as well as I do that computer graphics are really cool. We love

to watch animated things, and the Mac’s graphics are so smooth and

nice that working with a Mac can be more fun than watching TV.

The same concept holds true for a presentation. No matter if that pres-

entation is in front of a live audience or if you are building an auto-

mated presentation for the Web, some animation in a Keynote

presentation can really make things look sharp. In fact, it can make a

presentation look really professional, like something a graphics expert

put together. The good news is that you don’t have to be a graphics

expert to use Keynote’s awesome animation features. Keynote does

most of the work, and in this chapter, you’ll see just how to use these

features.

09 1010 ch08 1/28/04 12:47 PM Page 155

Using Transitions Between SlidesA transition between two slides is simply a graphical effect that moves the audiencefrom one slide to the next. Sounds good, but there are a few things you need toknow about using transitions before you put them to work.

First, transitions are designed to make the movement from slide to slide smoother. Inthe end, that’s really all they do. A transition simply gives the audience somethingto look at as the change from one slide to the next is made. Transitions are very coollooking, and as you work with them, you’ll have a tendency to get mesmerized bythem. But don’t! Transitions are designed to be graphical effects. But the effect of atransition shouldn’t become the focus of the presentation. Therefore, you shouldchoose a transition style that works well with your presentation, and as a generalrule, you should use that same transition style throughout the entire presentation.Although it’s tempting, from a public speaker’s point of view, the use of differenttransitions throughout a presentation can be hokey and rather distracting to theaudience.

The moral of the story is to find a transition you like—one that seems to work wellwith the mood and theme of your presentation—and then use that same transitionthroughout the entire presentation. This will make your presentation look more pro-fessional and polished.

On to the fun stuff! The great thing about transitions, like most everything else inKeynote, is that you need only a few mouse clicks to set one up. The following stepsshow you how:

1. Open a presentation. In the Slide Organizer, select the desired slide so thatit appears on the Slide Canvas.

2. Click the Inspector button on the toolbar. On the Inspector, click the Slidebutton. The Slide Inspector appears. As you can see in Figure 8.1, the SlideInspector contains an area for setting transition options.

3. Click the first drop-down menu in theTransition section and select a transi-tion type. An example of the transitionanimation appears in the preview box inthe lower-left corner of the SlideInspector.

4. Repeat steps 1–3 on the rest of the slidesin the presentation. You cannot globallyapply a transition to your entire presen-tation, but you must set up the transitionon a slide-by-slide basis.


tipYou can try several differ-

ent transitions and watchthe animation in the previewbox on the Slide Inspector.When you close the Slide

Inspector, the transition isapplied to your slide.

09 1010 ch08 1/28/04 12:47 PM Page 156

The slide will not look any different after you have closed the Slide Inspector, butyou’ll see the transition in effect when you play the slideshow. Take a close look inthe Slide Organizer, and you’ll see that each slide that has a transition has a littlefill mark in the lower-right corner of the slide. In Figure 8.2, the first slide has a tran-sition applied and the second slide does not.

CHAPTER 8 EXPLORING TRANSITIONS AND BUILDS 157

Slide Inspector button

FIGURE 8.1

You can access

transitions on

the Slide

Inspector.

FIGURE 8.2

A slide that has

a transition has

a little mark in

the lower-right

corner.

Transition applied

09 1010 ch08 1/28/04 12:47 PM Page 157

Choosing a Keynote TransitionIf you look at the various transitions available on the Slide Inspector, you see thatyou have several to pick from. Keynote provides modern-looking 3D transitions aswell as some 2D transition effects. Table 8.1 lists the transitions that are availableand gives you a quick explanation of what they do.

TABLE 8.1 Transitions in KeynoteTransition Description

None This is the default setting. No transition is applied to the slide. In thiscase, the new slide suddenly appears, replacing the old one, withoutany kind of graphical transition effect.

Cube This 3D transition makes the slides look they are placed on a cubethat rotates.

Flip This 3D transition flips the old slide to reveal the new, as one wouldturn a poster or piece of paper.

Mosaic With this 3D transition (which has Large and Small options), newslides build on top of the previous slides, using a mosaic pattern.

Dissolve With this 2D transition, one slide dissolves into a new slide.

Drop With this 2D transition, the new slide drops over the old slide.

Fade Through Black This 2D option moves to a black screen, and then the new slide fades in.

Motion Dissolve With this 2D transition, one slide dissolves to the next one with a bitof motion.

Move In This 2D transition causes the new slide to slide in over the previousone.

Pivot This 2D transition causes the new slide to pivot over the previous one.

Push With this 2D transition, the new slide pushes the previous one away.

Reveal With this 2D transition, the new slide is revealed as the previous onemoves away.

Scale This 2D transition races the new slide in from the middle of the previous one.

Twirl This 2D transition causes the previous slide to twirl off the screen andthe new slide to twirl onto the screen.

Wipe This 2D transition looks as though the previous slide is being wipedoff the screen while the new slide slides onto the screen.


09 1010 ch08 1/28/04 12:47 PM Page 158

With all these transition options, which one shouldyou choose? That all depends on your sense of styleand the style of your presentation. You shouldspend some time experimenting with different tran-sitions so you can get a feel for how they work andhow they will look in a presentation. Also, avoidusing the most graphic of the bunch just for thesake of “coolness.” For example, the Twirl transi-tion is a cool graphic effect, but it tends to get oldquickly. In most cases, it is best to stick with a tran-sition that looks good but one that is not overlygraphic. As you work with transitions, keep theterm enhance in your mind. Transitions shouldalways enhance a presentation, not dominate it.

Changing Transition Effects and SpeedYou can make changes to the settings of some tran-sitions. For example, if you use the Cube transition,you can determine the cube speed, which is howfast the cube rotates from one slide to the next, andyou can also change the orientation of the movement,such as from top to bottom, bottom to top, left to right, and right to left. Some tran-sitions, depending on their nature, do not allow you to change the orientation, somedo not allow you to change the speed, and some do not allow you to change any-thing at all. The settings are available in the Slide Inspector only if they can bechanged.

To change a transition’s effect or its speed, just follow these steps:

1. Open the desired presentation and select a slide that has a transition.

2. Click the Inspector button on the toolbar and then click the Slide button.The Slide Inspector appears.

3. In the Transition area of the Slide Inspector, click the second drop-downmenu to change the behavior of the animation and use the Speed slider barto change the speed, as shown in Figure 8.3. The box in the lower-left cornerof the Slide Inspector displays each change you make.

4. Repeat steps 1–3 for the other slides that have transitions applied.


If you use a subset ofslides, you can choose to

use a different transition for thesubset, which will help differenti-ate those slides from the coreslides in your presentation.However, pick a transition that issomewhat similar in style to themain presentation slides. The sub-set should still adhere to the over-all style of the whole presentation.

09 1010 ch08 1/28/04 12:47 PM Page 159

What Are Builds?Builds are probably one of the most important features of Keynote. A build has thepower to control information that you present to the audience and provide very nicegraphical features.

What is a build? A build is a graphical effect in which different elements can appearon the slide when you want them to. In other words, a build graphically builds theslide in front of the audience’s eyes. Builds work on objects, such as text, charts,tables, and images. You can totally manage the way the builds work and even applybuilds to groups of images. For example, let’s say that you want to show the audi-ence a pie chart. Instead of just having the pie chart appear as one item, you canhave each wedge of the pie fly in and build the pie chart as you talk about eachpiece. As you can imagine, builds give you a very clever and cool way to graphicallydress up your slides.

However, builds also have a greater purpose. As you are talking about a particularslide, audience members have a tendency to read ahead of you. Let’s go back to thepie chart example. Let’s say you are using a pie chart such as the one shown inFigure 8.4.

As you can see, this pie chart has six pieces. If you simply display the pie chart onthe screen, audience members will start examining all of the chart, even though youmight be talking about only the first piece of the pie. In this situation your audiencemembers’ minds might wander away from what you are saying and focus on thewhole picture, rather than the piece you want to them to focus on.

One of the cool things about builds is that they can help you control the audience’sfocus. Rather than show them the whole pie chart, you can bring in one piece at a


FIGURE 8.3

You can change

the orientation

and speed of the

transition.

Choose transition behavior and speed

09 1010 ch08 1/28/04 12:47 PM Page 160

So, builds provide a cool graphical feature, but they can also help you give astronger presentation, which is the whole reason you are using Keynote in the firstplace.

At first glance, builds might seem intimidating. After all, they require a lot of work,right? Like all things with Keynote, builds are not complicated to make, once you geta few basic skills down.

Getting Familiar with the Build InspectorAs you might guess, you create builds by using the Build Inspector. Before we startactually creating some different builds, let’s take a moment to get familiar with theBuild Inspector and how it works.

First, select any slide and then click the Inspector icon on the toolbar. Then clickthe Build button. The Build Inspector appears. As you can see in Figure 8.5, theBuild Inspector gives you a look at the slide and a Build In and Build Out tab.

Parts of builds appear as you click the mouse. When you show a slide, you canchoose for it to at first show nothing at all; then as you click the mouse on yourpresentation, each piece appears on the screen, thus creating the build. In the middle of the Build Inspector is the “First build requires click” check box, which youshould keep checked so that you have control over the first build.


FIGURE 8.4

Pie charts make

effective build

elements.

time. This “hiding” of information helps keep the audience focused on you, the sub-ject at hand, and your message. You can also use this approach with images, tables,and text.

09 1010 ch08 1/28/04 12:47 PM Page 161


FIGURE 8.5

You use the

Build Inspector

to create slide

builds.

On the Build In tab, you can determine how the build is going to work. The optionsinclude Build Style, Order, Direction, Delivery, and Speed. When you use the Build Intab, the items in the build are added to the slide as you click your mouse.

If you use the Build Out tab, shown in Figure 8.6, you have the same options, butthe build occurs in reverse. You start with a complete slide, and as you click yourmouse, the items in the build are removed from the slide. This feature works well ifyou want to show your audience the big picture of something and then break theconcept down into pieces.

FIGURE 8.6

The Build Out

tab allows you

to create reverse

builds.

As you can see, the Build Inspector is easy to use, just like the rest of Keynote. Byusing this simple tool, you can create effective builds no matter what slide content

09 1010 ch08 1/28/04 12:47 PM Page 162

you want to work with. The following sections show how to create builds for a vari-ety of slide content.

Text BuildsLet’s say you have a slide that has five bullet points. Sure, you can simply show youraudience members the slide without any intervention, but as human nature woulddictate, the audience members are going to read ahead of you as you talk. Becauseyou may not want audience members to read the fifth bullet while you are talkingabout the first, you can create a text build for the bullets. This way, each bullet pointappears only when you click your mouse and are ready to talk about it.

To create a text build, follow these steps:

1. Select the desired slide in the Slides Organizer so that it appears on the SlideCanvas.

2. Click the Inspector button on the toolbar. Click the Build button. The BuildInspector opens.

3. On your slide, click the bullet points so that the text box around thembecomes visible.

4. On the Build In tab on the Build Inspector, choose a build style. The buildstyle determines how the bullet points will appear. You can simply choose tohave them appear, or you can use some graphical effects to have themappear, such as drop, flip, pivot, and twirl.

5. In the Delivery drop-down menu choose By Bullet, as shown in Figure 8.7.


Choose a delivery option

FIGURE 8.7

You can choose

the By Bullet

option in the

Delivery drop-

down menu.

09 1010 ch08 1/28/04 12:47 PM Page 163

6. View the effect you want on the slide previewwindow at the top of the Build Inspector. Usethe Speed slider to adjust the speed of thebuild as desired (see Figure 8.8).


FIGURE 8.8

You can use the

Speed slider to

adjust the speed

of the bullet

points’ entry on

the slide.

Finally, what do you do if you want the bulletpoints to leave the screen as you talk about theminstead of build them to the screen? In this case, you use the Build Out tab insteadof the Build In tab. This causes your bullets to appear all at once, and as you talkabout them, you can click your mouse to have them exit the screen. The Build Outtab gives you the same options as the Build In tab, so just select the Build Out taband follow the previous steps.

Table BuildsYou can easily create table builds. This is a great way to keep your audience mem-bers organized and stop them from reading ahead.

You can build a table in two ways. First, you can build the entire table at one time.This is helpful with a slide that has several items, including a table. You can talkabout the other items and then have the table build at one time with a nice buildstyle. Or you can have the table build one piece at a time, or even one row or col-umn at a time. The choice is completely up to you, and you can do it all with theBuild Inspector. The table build delivery options are listed in Table 8.2.

Because you are onlycreating a text build, which

is a single build item, you don’thave to worry about the Orderdrop-down menu. Finally, don’tworry that all the bullets come inone after the other on the sampleslide. Keynote is just giving you apreview. When you play the pres-entation, you’ll have to click yourmouse for each bullet to appearonscreen.

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TABLE 8.2 Table Build Delivery OptionsDelivery Option Description

All at Once Moves the entire table onto the screen at one time.

By Row Moves the table onto the screen one row at a time.

By Column Moves the table onto the screen one column at a time.

By Cell Moves the table onto the screen one cell at a time.

By Row Content Moves the empty table onto the screen and then fills in each row.

By Column Content Moves the empty table onto the screen and then fills in each column.

By Cell Content Moves the empty table onto the screen and then fills each cell, one ata time.

Follow these steps to create a table build:

1. From the Slide Organizer select the slide that contains the table for which youwant to create a build.

2. Select the table on the slide.

3. Click the Inspector button on the toolbar and then click the Build button.The Build Inspector appears.

4. On the Build Inspector, choose an option from the BuildStyle drop-down menu. Depending on your selection, you might also be able tochoose a direction from the Directiondrop-down menu.

5. Use the Delivery drop-down menu tochoose the kind of delivery you want, suchas all at once, by row, by column, or bycell (see Figure 8.9). This determines theway your slide builds. Be sure to watch thesample window so you can see a previewof how the slide will be built. Rememberthat when you play the presentation,you’ll build each portion of the slide byclicking your mouse.

Chart BuildsYou can build a chart just as easily as you can build a table, and charts are particu-larly effective with build patterns. Because charts are graphical anyway, chart builds


Be wary of using the ByCell options with a bigtable. Because you haveto click to get each indi-vidual cell onto the screen,the process can get tedious. Forlarge tables with a lot of content,the By Column or By Row optionswork best.

caution

09 1010 ch08 1/28/04 12:47 PM Page 165

can really give a presentation the edge you are looking for, and they can help con-trol the information in the chart so that it is presented at the time that you wantyour audience to see it.


FIGURE 8.9

You choose the

manner in

which a table

will be built.

When you create a chart build, you can choose from several options for the actualdelivery of the chart build (see Table 8.3).

TABLE 8.3 Chart Build Delivery OptionsDelivery Option Description

All at Once Moves the entire chart onto the screen at one time.

Background First Moves the chart axes onto the screen, followed by the data ele-ments (such as bars, lines, and area shapes) at once.

By Series Moves the chart axes onto the screen and then the data elements,one full set at a time.

By Set Moves the chart axes onto the screen and then each separate dataelement, one series at a time.

By Element in a Series Moves the chart axes onto the screen and then each separate dataelement, one at a time.

By Element in a Set Moves the chart axes onto the screen and then each separate dataelement, one set at a time.

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To create a chart build, follow these steps:

1. From the Slide Organizer select the slidethat contains the chart for which youwant to create a build.

2. Click the chart that you want the buildapplied to.

3. Click the Inspector button on the tool-bar and then click the Build button. TheBuild Inspector appears.

4. Choose a build style for the chart fromthe Build Style drop-down menu.Depending on your selection, you mightalso be able to choose a direction from theDirection drop-down menu.

5. Using the Delivery drop-down menu,choose the kind of delivery you want (seeFigure 8.10). (Refer to Table 8.3 for an explanation of the options.) Your selec-tion here determines the build of your slide. Be sure to watch the previewwindow so you can see a preview of how the slide will be built. Rememberthat when you play the presentation, you’ll build each portion of the slide byclicking your mouse.


tipAgain, think carefully and

experiment with the buildoptions. The By Series andBy Set options work great.Also, keep in mind that you

can play your presentationand see exactly how it will

look, and you can then return tothe Build Inspector at any time tomake any changes you want.Make sure you resave your presen-tation after you make changes.

FIGURE 8.10

You choose the

delivery option

you want to use

on a chart.

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Image BuildsThere isn’t anything special about image builds. In fact, to create one, all you haveto do is select the desired image and access the Build Inspector. You can then choosethe build style, direction (if applicable), and speed to determine how and howquickly the image builds. As you can see in Figure 8.11, the clock twirls into place.Good enough, you might think, but what do you do when you have several differentitems on a slide that need to build? How do you control the build order, or what ifyou want them to build as a group? The next section shows you how.


FIGURE 8.11

You can build

images to a

slide just as you

can any other

object.

Creating Multiple-Build SlidesCreating builds is easy when you’re working with one build item on a slide, butwhat if you have more than one? Also, what if you need some items to build at thesame time? This seemingly complicated task really isn’t difficult.

For example, take a look at the sample slide in Figure 8.12.

Let’s say that you want to build each item on the slide, including the slide title, andyou want to control the order of those builds. Once again, you use the BuildInspector. Just follow these steps:

1. Select the desired slide.

2. Click the Inspector button on the toolbar and then click the Build button.The Build Inspector appears.

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3. Select the first element on the slide that you want to build.

4. Choose the build style for the first element by using the Build Style drop-down menu (see Figure 8.13). Adjust the Speed slider as desired. Don’t worryabout the Order option at the moment.


FIGURE 8.12

A slide can con-

tain several ele-

ments.

FIGURE 8.13

You choose build

options for one

element at a

time.

5. Continue this process for each additional build element on the slide.

6. When you have applied the builds, you can determine the order. (The buildorder refers to the order in which the elements appear on the slide.) On your

09 1010 ch08 1/28/04 12:47 PM Page 169

slide, select the first item you want tobuild, and then on the Build Inspector,click the Order drop-down menu andchoose 1. Then select the next item onthe slide that you want to build. Click theOrder drop-down menu on the BuildInspector and click 2. Repeat this processfor each build item until you have themall ordered in the way you want the slideto build.

7. When you are done choosing a build andmaking adjustments to the settings, playthe slide and click through the order of thebuild to make sure everything works as itshould.

As you can see, building multiple items on the same slide is easy because Keynotegives you the power to control the build order. However, what if you need two differ-ent items to build at the same time? Let’s say that you want the Stop sign and thetext to build at the same time. In this case, you must group the items first and thenapply the build. Here’s how you do it:

1. On the desired slide, hold down the „ key and click the items you want togroup. In Figure 8.14, the Stop sign and the text are selected.


tipRemember that you can

always go back and changethe builds and the buildorder in any way you like.Just select the object in ques-

tion and use the BuildInspector to make any

changes to build style, direction,speed, build order, or anythingelse necessary.

FIGURE 8.14

You select the

elements you

want to group.

Multiple items are selected

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2. Click the Group button on the toolbar.The selected items become one group.

3. Open the Build Inspector and choose thedesired options from the Build Style andDirection drop-down menus, and adjustthe Speed slider as needed. As you cansee from the preview window, the itemsbuild at the same time because they are agroup.


tipKeep in mind that if you

later ungroup the items, thebuild will not work correctly.Also, if you group certainitems together, some build

styles may not be availableto you. For example, if you

have a pie chart with a legendgrouped, you can no longer havethe individual pieces of the piedelivered one at a time.

The Absolute MinimumTransitions and builds can really add a lot of polish and control to presentations.Keep these points in mind:

■ You can quickly apply transitions to slides by using the Slide Inspector. Justuse the drop-down menu and choose the transition you want.

■ For some transitions, you can adjust the behavior of the transition and thespeed. You can make these changes on the Slide Inspector.

■ You use the Build Inspector to create builds on slides, using all kinds ofobjects, including text, images, charts, and graphs.

■ You use the Order option on the Build Inspector to manage slides with multi-ple build items. You can also build several items at the same time by group-ing them.

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09 1010 ch08 1/28/04 12:47 PM Page 172

In this chapter

• Create a slideshow with Keynote slides

• Create QuickTime and PDF presentationseasily with Keynote slides

• Print presentations for a variety of purposes

• Use presentation hardware and projectorswith a Mac

9

Viewing and Printing

a Presentation

All the hard work has finally paid off. You are now ready to show your

stuff and make a presentation! But wait, what do you want to do,

exactly? Do you need a live presentation, a QuickTime movie, a PDF

printout? Do you need to create speaker notes and even print copies of

your presentation for audience members?

No problem! You can do all these things with a Keynote presentation.

In this chapter, you’ll see how to actually use the Keynote presentation

you have spent so much time preparing.

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Viewing a SlideshowOf course, the reason you create a Keynote presen-tation is so that someone else can view it, whetherthat viewing is in a live presentation mannerwhere you talk about the slides or in some auto-mated format. The odds are quite good that youare preparing a Keynote presentation for onscreenviewing, which simply means that you are going toshow your presentation to a live audience.

When you play a presentation, you control theadvancement of the slides with your mouse or witha few keys on the keyboard.

To play a slideshow, just do this:

1. Make sure no slide is selected in the SlideOrganizer and then click the Play button onthe toolbar.

2. When you play the show, use your mouse,press the spacebar, or use the rightarrow and down arrow keys to advancethe slideshow.

3. Use the up arrow or left arrow keys to goback to the previous slide.

4. Press Esc or Q to quit the slideshow.

You might also be able to use a wireless remotewith a Mac so that you can advance to the nextslide without staying glued to the computer. Mostof the remotes available use USB ports, and overall,they work great. You can find out more about wire-less remotes for a Mac at any computer store thatsells Apple products, or you can check out theKeyspan presentation remote atwww.keyspan.com/products/usb/presentationremote.


If a slide is selected inthe Slide Organizer when

you click the Play button, theslideshow will start with theselected slide.

Do you have to dragyour computer around with

you everywhere to use Keynote? Inorder to play a Keynote slideshow,you need a Macintosh computerthat has Keynote installed.However, if you are in a pinch andyou need a Keynote presentationto play on a Windows computer,you can export it as a PowerPointpresentation. See Chapter 10,“Extending Keynote,” for details.

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Slideshow Viewing PreferencesAside from simply playing a slideshow on a Mac, there are a few other viewingoptions that you should note. In Keynote, select Keynote, Preferences. ThePresentation Mode section of the Preferences dialog box, shown in Figure 9.1, hasthe following options:

CHAPTER 9 VIEWING AND PRINTING A PRESENTATION 175

FIGURE 9.1

You can use the

Preferences dia-

log box to con-

trol slideshow

playback.

■ Scale slides up to fit monitor—When you check this check box, the slidesscale up to fill the entire monitor screen. This can be helpful, but you mightwant to experiment with it a bit. If you have used low-resolution photos ormovies in the slideshow, they become grainy or distorted looking when youscale them up. Make sure you experiment with this option to see if every-thing looks okay before you use this option to show the presentation to a liveaudience.

■ Exit presentation after last slide—When this check box is selected, thepresentation closes when you click your mouse or press the spacebar after thelast slide. It returns you to the Keynote application. This option is selected bydefault, but if you don’t want Keynote to exit the show (even if you click),simply uncheck this check box. From a speaker’s point of view, it is a goodidea to uncheck this option and not return to the application at the end ofthe presentation because that simply looks a bit unprofessional. Your best betis to stay on the final slide or, better yet, go to a black screen.

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■ Present on primary display and Present on secondary display—These two radio buttons allow you to control where the presentation isplayed. You can play it directly on your Mac’s display, or if you are connect-ing another screen or projection device, you can set the show to play on thesecondary display. (You’ll see how to set up a secondary display later in thissection.)

■ Use alternate display to view slide notes—This is a cool option thatallows you to see your slide notes on an alternate display. For example, let’ssay that you have your Mac set up by a podium. You configure Keynote toshow the slideshow on a secondary display, such as a projection screen. If youuse this option, your slide notes appear on your Mac screen rather than onthe presentation. This can be a handy way to use your notes, but use caution!Often, printed notes are much easier to use, so make sure you practice withthe onscreen notes option before using it in front of a live audience.

So, what if you want to show a slideshow on a secondary display? In many cases,this is exactly what you’ll need to do. You might connect your Mac to a projectorthat displays your slideshow on a large screen or possibly even another kind oflarge-format screen that connects to your Mac.

You can connect a secondary display and quickly set it up by using the Displayspreference in the System Preferences dialog box. Then you simply tell Keynote whatto do with the display by following these steps:

1. Choose Apple, System Preferences.

2. Click Displays (see Figure 9.2).


FIGURE 9.2

You use the

System

Preferences dia-

log box to access

displays.

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3. Click the Arrangement tab and followthe onscreen instructions to select the dis-play. If you do not see an Arrangementtab, your system does not support a dual-monitor configuration.

4. In Keynote, choose Keynote,Preferences. The Preferences dialog boxappears.

5. Select the Present on secondary dis-play button. Close the Preferences dialogbox.

You can now play your slideshow and see it onthe secondary display.

Creating a QuickTime PresentationQuickTime is the movie format standard for the Mac, and indeed, it has becomeincreasingly popular for most other computer platforms. QuickTime movies are com-monly used on the Internet, and there are QuickTime versions for Windows comput-ers so that anyone can watch a QuickTime movie.

Keynote gives you the ability to easily export a presentation to the QuickTime for-mat. You then end up with a QuickTime movie of the slideshow that can be used ina number of ways:

■ You can create an interactive slideshow that people can watch from a kioskor a computer that does not have the Keynote software installed. The viewerwatches the slideshow and clicks a mouse or presses the spacebar to advancethe movie. You can also create the movie so that it is automated and simplyplays over and over, without any human intervention.

■ Using the QuickTime format, you can choose a file size for a movie. Thisallows you to export the slideshow in full quality or reduce its size so that youcan burn it to a CD or use it on the Web.

■ Because the slideshow is exported in the QuickTime format, you can evenimport the QuickTime slideshow into iMovie and further edit it by addingother video clips, sound, effects, and so on. You can even use iDVD to burnthe slideshow to a DVD so that it can be watched on any standard DVDplayer.


tipYour Mac might support

video mirroring, which dis-plays the same video signalto both your Mac’s displayand the secondary display.

This allows you to see yourslides at the same time as

they are displayed to the audi-ence. See your Mac documenta-tion for details.

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FIGURE 9.3

You can export

a slideshow to

QuickTime.

Before you export a slideshow to QuickTime, think about howyou’ll want to use it, such as onscreen, on the Web, burned to aCD, and so on, because Keynote will give youthose options during the export process. Whenyou are ready to export a movie, just follow thesesteps:

1. In Keynote, open the presentation youwant to export and then select File,Export.

2. In the drop-down window that appears,choose the QuickTime radio button, asshown in Figure 9.3, and click Next.


Make sure you edit andreview a presentationcarefully before youexport it. After youexport a presentation toQuickTime, you cannot edit theQuickTime movie. In order to fix amistake, you have to return toKeynote, fix the problem, and thenexport the slideshow again.

caution

3. In the next drop-down window thatappears, you can choose the playback con-trol and the format, as shown in Figure 9.4.Click the Playback Control drop-downmenu to choose either InteractiveSlideshow or Self-Playing Movie. If youchoose Interactive Slideshow, the viewermust click his or her mouse or spacebar inorder to advance the movie. Also if youchoose Interactive Slideshow, you canchoose to change the Slide Duration,Build Duration, and Repeat options.Under the Repeat drop-down menu, youcan choose from None, Loop, and Backand Forth.

By default, slides areconfigured to show for 10

seconds, and each build durationtakes 3 seconds. You can changethese defaults if you like in thePlayback Control options of theexport process, but the defaultswork well for most purposes.

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4. Under Formats, you can choose the following:

■ Full Quality, Large

■ CD-ROM Movie, Medium

■ Web Movie, Small

■ Custom

If you choose Custom, a Custom QuickTime Settings dialog box appears, asshown in Figure 9.5, where you can determine the video size and whetheryou want to copy audio. Choose the videosize and audio feature you want. You canalso click Settings in either the Videosection or the Audio section to open a set-tings window, as shown in Figure 9.6. Inthis settings window, you can select theoverall features and quality. As a generalrule, the default options are fine, but youshould experiment with them a bit inorder to tweak the quality and movie-watching experience. When you aredone, click OK to continue.

5. In the next window that appears, shown in Figure 9.7, give the movie aname and choose where you want to save it by using the drop-down menu.When you are done, click the Export button.


FIGURE 9.4

You can choose

a playback con-

trol and format.

tipYou can use the copy

audio feature if you haveaudio files built into a pres-entation. If not, the featuredoesn’t do anything because

there is no audio in thepresentation.

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FIGURE 9.6

You can choose

quality and

motion settings.


FIGURE 9.5

You can choose

custom settings.

FIGURE 9.7

You enter a

name for the

movie, choose a

location, and

click Export.

Keynote exports all the slides in the movie, and you end up with a QuickTime pres-entation. Just double-click the QuickTime file to watch it.

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Exporting to PowerPoint is covered in Chapter 10.

Creating a PDF File of aPresentation

PDF, or Portable Document Format, is a standardfile format made popular by Adobe and viewableusing the free Adobe Reader, which is installed onyour Mac by default and is also available atwww.adobe.com. PDF has become the standard docu-ment format because it does such a great job ofdisplaying text and graphics. With the prolifera-tion of the Internet and downloadable files, PDFhas become the document format of choice. It isuniversally readable on different platforms andoperating systems and generally works great.

Keynote gives you the ability to easily export aKeynote presentation as a PDF document. UsingAdobe Reader, anyone on any kind of computer and using any operating systemcan then read the presentation. If you are using the full version of Adobe Reader,you can even edit the PDF of the presentation.

Why would you want to export to PDF anyway? Hereare some common scenarios:

■ You can use a PDF file to share a presenta-tion with others across different operatingsystems and platforms. Although when it isa PDF file, the presentation is not aslideshow, it still contains all your informa-tion and slide content. Furthermore, it canbe easily printed.

■ By making a presentation into a PDF file,you can post the presentation on the Web oremail it to others. Because the PDF format isa standard, anyone using the free AdobeReader can open it.

■ You can collaborate with others. Those whouse the full version of Adobe Reader canedit and work with the presentation in anyway they like.


Keep in mind thatKeynote has to export

everything to QuickTime, whichincludes all the slide objects, transitions, builds, and so on. Forthis reason, the amount of timethat it takes to export the presen-tation will vary from presentationto presentation, depending on thefeatures used.

Any changes made tothe PDF are simply made to

the PDF file. You have to manuallymake those changes again to theKeynote presentation itself if youwant to update the actual presen-tation. In other words, you can’tautomatically transfer the PDFedits back into the actual Keynotepresentation.

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As you can see, there are several reasons you might want to export a presentation toa PDF file, and the good news is that the export process requires only three steps:

1. Select File, Export.

2. In the drop-down window that appears, choose the PDF radio button andclick Next.

3. In the next drop-down box that appears, enter a name for the file and choosea place to save it. Click Export.

Your Keynote presentation is converted to a PDF file.

Printing a PresentationWhen you think of Keynote, you most likely think of an onscreen presentation, andafter all, that’s a great reason to use Keynote. However, you might not realize upfront that Keynote also gives you some very nice printing capabilities. What if youare giving a presentation to a group of people, and you want to send them homewith your presentation? What if you need to create speaker notes? What if you wantthe audience to have your slides and your speaker notes? No problem! You can useKeynote to print all these items with just a few mouse clicks.

Keynote allows you to print slides, using several different printing options, or youcan simply print an outline of the presentation. Either way, the printing process isquick and easy, and you end up with good-looking printouts.

First, if you simply want to print the outline, select File, Print Outline. The stan-dard print dialog box appears, and in it you can choose the number of copies youwant. Keynote then prints the outline view of the slides, just as you would see if youchose to view the Slide Organizer in Outline view.

To print the slides themselves, you select File, Print Slides. Once again, this opensthe standard print dialog box, shown in Figure 9.8. If you are using more than oneprinter, make sure you click the Printer drop-down menu and choose the printer youwant to print to.


FIGURE 9.8

You use the Print

dialog box to

decide what you

want to print.

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However, before you click the Print button, you have some options you need tocheck out. You can click the Copies & Pages drop-down menu and select Keynote,as shown in Figure 9.9.


FIGURE 9.9

You can choose

Keynote from

the Copies &

Pages drop-down

menu.

This changes the print dialog box to include some Keynote-specific options, as youcan see in Figure 9.10.

FIGURE 9.10

You can choose

from the avail-

able Keynote

print options.

Under Print you can select from the following:

■ Slides—This option prints all the slides, one per page. You can configureKeynote to use a number of print options, which are described in the follow-ing bulleted list.

■ Slides With Notes—This option prints each slide on a sheet of paper butincludes any slide notes you have created under the slides. You have thesame additional printing options that you have when you choose the Slidesoption.

■ Handouts—This option creates audience handouts by printing four slides toa page. Speaker notes are not printed when you print handouts, but youhave the same additional printing options that you have when you select theSlides option.

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You can also choose from a list of print options:

■ Print dark backgrounds as white—This option simply saves printer ink.It prints dark backgrounds as white, reducing the amount of ink required toreproduce each slide.

■ Print each stage of builds—When this option is selected, Keynote printseach stage of the build as a separate slide. Although this option can be effec-tive in some cases, you should experiment to see how the print looks andwhether the succession of slide builds is easy to read.

■ Include skipped slides—If you have selected to skip any slides in yourpresentation, they are not printed by default. However, if you want to printthem, just click this check box.

■ Add borders around slides—This feature puts a border around each slide,making it look like a slide on the printed page. This option is selected bydefault.

■ Include slide numbers—When this option is selected, the slide numbersare shown on the slides.

After you make selections, you can click the Preview button. Your Mac formats theprint job as a PDF and opens Adobe Reader so you can preview everything and seehow it will look. When you are happy, just close Acrobat Reader and click the Printbutton on the print dialog box. That’s all there is to it!

Working with Presentation HardwareUnless you are giving a presentation in a small conference room where the audiencemembers can simply look at your Mac screen, you will probably be faced with somesort of presentation hardware connection. There is no need for this technologicalwonder to strike fear into your heart: Presentation hardware has become rather com-monplace these days, and it is generally easy to use.

However, a word to the wise: Murphy’s Law tells us that if something can go wrong,it certainly will. This sentiment is true with presentation hardware, also called AVequipment. You arrive at the conference room and the projector didn’t show up, oreven if it is there, it doesn’t work and no one is available to help you. These happen-ings are common, so if you travel from place to place, making presentations, youshould certainly be prepared for the unexpected.

The best advice I can give is an old public speaking piece of advice: You should beable to give a presentation without your Keynote slides. There, I said it (althoughyou probably didn’t want to hear it). In a technology age, we should certainly use


10 1010 ch09 1/28/04 12:46 PM Page 184

technology, but we should not become soentrapped by it that we cannot function withoutit. Therefore, you should have a presentation pol-ished enough that you can do it (and do it well)should you not be able to use your Keynoteslides. This way, no matter what happens, you’llstill be able to communicate your message toyour audience.

With that said, the presentation hardware youare most likely to use is a projector of some kind.An AV projector connects to your computer andallows you to either display exactly the samething as you see onscreen, or to present slides onthe projector while you use the speaker notesonscreen. An AV projector is the standard kind of projector you see in conferencerooms and larger auditoriums. If you are traveling from place to place, you mightneed an onsite technician to help you get everything connected because each projec-tor brand works a bit differently.

The three common projector types are LCD, DLP, and CRT.

LCD, or liquid crystal display, projectors have been used for a long time. They workwell, but they tend not to display graphics too beautifully. Also, if you need to proj-ect a Keynote presentation onto a large screen, such as you might use with an audi-ence of 100 people or more, LCD isn’t your best choice because overall it does notprovide the best resolution. Also, LCD projectors are not very bright, so you’ll need arather dark room for them to display well.

A DLP, or digital light processing, projector is a very good projector that uses digitalprocessing and manages to keep the images in a presentation very sharp. DLP pro-jectors are still rather new and are rather expensive as well. However, they do lookgreat and are very bright, requiring less darkness in the room than an LCDprojector.

CRT, or cathode ray tube, is a rather old technology, but it’s still one that is com-monly used with projectors. The best thing about CRT is that it tends to providesharper images than LCD, and CRT projectors are commonly available for rent orpurchase. Also, many conference rooms and auditoriums provide CRT projectors.Overall, a CRT projector provides a bright image, giving you more flexibility withroom darkness.

You might not have much of a choice about which projector will be used, unless youhave to provide your own. The key point is that you arrive at the meeting place in


tipIt is a good idea to print

handout copies of a presen-tation so that you can givethe handouts to your audi-ence as a visual aid, in case

you have equipment prob-lems. Print these ahead of

time and keep them on handshould you need them.

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plenty of time to get any technical issues worked out.Have you ever seen a speaker who came into theroom when the speech was supposed to start andthen spent the next 10 minutes trying to get AVequipment to work? I thought so. Audience mem-bers do not appreciate this lack of organizationand poor time management. So be sure to arriveearly and give yourself plenty of time to get con-nected.

If you give a lot of presentations, you might con-sider purchasing your own projector, especially ifyou are having to foot the bill for renting one. Ifyou use a projector a lot, you can recover the costof it in a few months, and you’ll get to use thesame projector over and over without having tomaster a learning curve with each new projectoryou get. Of course, you’ll have to haul it fromplace to place, so carefully weigh the advantagesand disadvantages before parting with your hard-earned money.


AV projectors normallyconnect to your video ports

or possibly even USB ports. If youare using an iBook or PowerBook,you might need the Apple VGAdisplay adapter (which generallycomes with your computer). Thedisplay adapter fits onto the VideoOut port so that you can connectto the projector.

The Absolute MinimumKeynote gives you the flexibility and the options you need when you make a presen-tation. Keep these points in mind:

■ Use the Play button to play a slideshow, and keep in mind that you can useyour keyboard arrow keys to move forward or backward during the show.

■ You can export a Keynote presentation to a QuickTime movie format or to aPDF file. Click File, Export to start the process.

■ You might need to use presentation hardware when you give a presentation.Keep in mind that most projectors work with a Mac without any problems,but allow yourself plenty of time to set up just in case something goes wrong.

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In this chapter

• Create new themes for presentations

• Create new master slides to add a personaltouch

• Use Keynote and Microsoft PowerPointslideshows without any hassles

10

Extending Keynote

Keynote gives you everything you need right out of the gate. This keeps

you from having to spend hours and hours creating custom content and

graphics. However, what if you need to make some changes to the

basics Keynote provides? What if you need to create a custom theme or

custom master slides for a particular presentation? Or what if you need

to export a presentation to a Microsoft PowerPoint format or even use

a PowerPoint presentation from within Keynote? These are all common

issues and challenges, and in this chapter, you’ll see just how to man-

age them all.

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Creating New ThemesKeynote’s default themes work great, and they save you a lot of time and energy.However, there may come a time when you need to create a custom theme. Maybeyou have a specific purpose in mind, or maybe you need a theme to adhere to somespecific company colors, graphics, or other artwork.

In any case, you can create new themes in Keynote; you are not limited to thethemes Keynote gives you. Creating new themes can be rather tedious, but the workisn’t hard. Just be prepared to spend a little time working on it.

When you create a new theme in Keynote, you are actually editing and resaving anexisting theme. This means that you change all of the theme’s background colors,fonts, graphics, and anything else you want. That doesn’t sound so bad, but theproblem is that you have to change all the master slides as well, so you sort of haveto do the process over and over until you make all the changes on all the masterslides. As I said, it’s not difficult, but it’s tedious.

You might be forced to create a new theme, or you might be the creative type whoreally wants something different. In any case, you can create a theme just as youwant it in Keynote, and the following sections show you how.

Selecting a Theme to EditTo create a custom theme, the first thing you need to do is a select an existingtheme. Keep in mind that in order to create a new theme, what you really do is editan existing theme and save the new theme by another name.

In Keynote, you select File, New. The theme selection window appears, as you cansee in Figure 10.1. You might want to select the White theme, just to keep thingsfrom being confusing, but before you do so, be sure to look at the existing themes.Are there any themes that resemble what you are after? If so, choosing one thatalready has your color scheme or layout style can make your editing process easier,as you’ll have fewer elements to change.

When you have decided on a theme, select it and click Choose Theme. The themeappears in Keynote, with the default slide visible. Select View, Show MasterSlides. The master slides appear in the Slide Organizer, as shown in Figure 10.2. Youuse the Show Master Slides feature because you have to edit all the master slides. Atthis point, you are ready to begin the editing process.


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FIGURE 10.2

You choose View,

Show Master

Slides so that the

master slides

appear in the

Slide Organizer.

CHAPTER 10 EXTENDING KEYNOTE 189

FIGURE 10.1

You choose a

theme to edit.

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Choosing a Background and GraphicsAt this point, you need to select the Blank master slide in the Slide Organizer. Ofcourse, you don’t have to start with the blank slide, but because you want to formatyour background and any graphics first, it is easiest to start with the blank slide.

Now you are ready to work with the background.Follow these steps:

1. Click the Inspector button on the tool-bar and then click the Slide button onthe Inspector.

2. Under Background (see Figure 10.3),choose Color Fill, Gradient Fill,Image Fill, or None and then choosethe options or import the desired image.This is the same background formattingtrick you have used in other lessons. SeeChapter 6, “Working with Backgroundsand Multimedia,” for details.


FIGURE 10.3

You choose the

desired back-

ground option.

tipYou can create custom

backgrounds with your com-pany logo (or anything elseyou might want) in anyimage-editing program. Just

save your creation as aJPEG or TIFF file, and then

you can import it to a slide as animage. This gives you a virtuallyunlimited number of backgroundoptions.

3. When you have the background you want, place any additional graphics onthe slide, such as your company logo or other objects.

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4. When you are done and you are happywith the background, click every othermaster slide in the Slide Organizer andmake the same changes to those slides.Unfortunately, there is no automatedmethod for doing this, so you’ll havespend a little time pointing and clickingto make all the changes.

Editing Fonts and StylesWhen you have the background of a themechanged as you like, your next task is to changethe fonts and the styles used on those fonts, suchas italic, bold, and so on. Follow these steps:

1. Select your first master slide (such as Title& Subtitle) in the Slide Navigator.

2. Select the first text block, such as the title text.

3. Click the Fonts button on the toolbar or select Format, Font. The Font dia-log box appears.

4. In the Font dialog box, choose the font you want from the Family list,change the font size if needed, and then apply any desired styling, such asbold, italic, and so on, as shown Figure 10.4.


tipWhen you create the first

slide, be sure to write downthe color values and othersettings you apply to the firstslide. Then you can simply

repeat those settings onother master slides. Also,

you might want to print your firstmaster slide and mark it up withyour setting values. Then you canuse it as a guide as you work onthe remainder of the master slides.

FIGURE 10.4

You choose the

desired font

and font charac-

teristics.

5. If you want to make any changes to the text color, spacing, or bullets andnumbering, open the Text Inspector and make those changes, as shown inFigure 10.5. See Chapter 2, “Working with Text,” for details.

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FIGURE 10.5

You can use the

Text Inspector to

make color,

spacing, bullet,

and numbering

changes.


Repeat this process for all the other master slides, as necessary.

Customizing Chart TypesChart formatting is determined by the theme you select, so you might considerchanging the default chart formatting to something that works best for your customtheme. To do this, you create a master slide for your chart type. If you don’t plan onusing charts with your new theme, you can skip this section.

1. In the Slide Navigator, select the Blank master slide.

2. Choose Edit, Copy and then choose Edit, Paste. A copy of the blank slide iscreated.

3. With the copy of the blank master slide open,click the Chart button on the toolbar.

4. Click the Inspector button on the toolbar. Usethe Chart Inspector to choose the kind ofchart you want (column, pie, and so on). Usingthe Text Inspector and the Color Inspector,adjust the colors of the text and chart so thatthey look good with the background.

5. When you’re done, set this chart as thedefault for your theme by selecting Format,Define Defaults for Master Slides,Define Column Chart for CurrentMaster. If you want the chart style to applyto all your master slides, select Format,Define Defaults for Master Slides,

Note that you can makechart style, such as column

chart, the default chart type. Justchoose Format, Define Defaultsfor Master Slides, Make ColumnChart the Default Chart Type.

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FIGURE 10.6

You can define a

column chart for

all your master

slides.


Saving a Custom ThemeWhen you have made all the desired changes and you have the custom theme youhave always dreamed of (or at least wanted), all you have to do is save the customtheme. To do so, select File, Save Theme. Keynote saves your new theme with allyour master slides, charts, text styles, and anyother items you have defined on your masterslide. When you select File, Save Theme, a dialogbox appears, asking you to name the theme,and the theme is stored in Keynote’s Themesfolders by default. (You should leave it in thatlocation.) Whenever you create a new presenta-tion, your new theme will appear as an optionin the themes list. As you can see in Figure 10.7,Curt’s Theme is now an option I can choose. Youcan repeat this process over and over to createadditional themes.

Define Column Chart for All Masters, as shown in Figure 10.6. Thisensures that any chart you create on any slide in the presentation will adhereto your new settings.

tipIf you want more themes

but you want someone elseto do the work, there are anumber of Keynote themesyou can download from the

Web. See Appendix C,“Helpful Keynote Web

Sites,” for details.

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FIGURE 10.7

Your new theme

appears in your

themes list.


Creating New Master SlidesAs you are well aware at this point, master slides give you a basic template to workwith when you create slide content. Rather than having to create slides from scratcheach time you want a new slide, you simply use a master slide and essentially fill inthe gaps. However, what if there is a master slide that doesn’t fit your needs? Orwhat if you want to create a custom master slide that you will use time and timeagain in a custom theme? In this case, you need to create a new master slide, whichis basically a custom master slide that you can use any time you might need it.

Let’s consider an example. Say that your company’s marketing department requiresthat every presentation have the company logo on each Keynote slide. How can youmake this happen without having to create a new custom slide each time you writea new presentation? You use a custom master slide. You simply create the masterslide that contains your company logo and any other items that may be needed.Then you can simply select this master slide, regardless of what Keynote theme youuse. The extra master slide with the required items greatly decreases your workbecause you have to create the master slide just one time.

You can create new master slides in much the same way that you create newthemes. You simply copy an existing master slide, edit it, and then give it a newname. Then the new master slide will be associated with your theme, and you canuse it any time you like.

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To create a new master slide, just follow these steps:

1. Open a desired presentation and then select View, Show Master Slides.

2. Select the desired master slide in the Slide Navigator.

3. Choose Edit, Copy and then choose Edit, Paste. The pasted slide has thesame name as the copied slide, with the word copy appended to it, as you cansee in Figure 10.8. Double-click in the title of the copied slide and rename itas you wish.


FIGURE 10.8

The copied slide

appears in the

Slide Navigator.

4. Click the slide, and in the Slide Canvas, begin making any changes you wantto the slide. Keep in mind that any changes you make become a part of thenew master slide and will be available whenever you use the master slide.

After you make the changes, the new master slide appears in your masterslide list. For example, as you can see in Figure 10.9, I have created a slidecalled Additional Bullets. I can now use this new master slide just as I wouldany other master slide.

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FIGURE 10.9

A new slide now

appears as a

master slide.


Keynote and Microsoft PowerPointConsider this scenario: You use Keynote to create a presentation. You travel to aconference with your Mac where you will give your speech in a large conferenceroom. The conference room is already outfitted with an AV projector and screenconnected to a laptop computer. The laptop runs Microsoft Windows, and theplace you are presenting will not let you use your Mac. You need to put yourKeynote presentation on a disc and use it on the Windows computer for the pres-entation. Now what?

Or let’s say that your company uses both Windows and Macintosh computers. Youcreate a fantastic presentation with Keynote, but your salespeople want to use thepresentation on Windows. Again, what do you do?

Like it or not, at some point you may need to use a Windows computer to give apresentation. Therefore, Keynote has the ability to work with Microsoft PowerPoint—without any additional work from you.

To use a presentation with Microsoft PowerPoint, all you have to do is export yourKeynote presentation as a Microsoft PowerPoint document. You can then open anddisplay your Keynote presentation from within Microsoft PowerPoint. You can alsoedit your presentation directly from within PowerPoint if you like.

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FIGURE 10.10

You choose the

PowerPoint

option to export

a Keynote pres-

entation to

PowerPoint.


4. In the next dialog box that appears, give thepresentation a name and choose where youwant to save it. Then click Export. The pres-entation is exported and saved as aPowerPoint file.

You can now burn the presentation to a CD if youlike and keep this converted Keynote presentationwith you, just in case you need to play it withinPowerPoint.

The subject of exporting a Keynote presentation toPowerPoint naturally begs the question “Can youimport a PowerPoint document into Keynote?” Yes!Usually you can do this with no problems. Justselect File, Open, select the PowerPoint presenta-tion you want to import, and click Open. Keynoteimports the PowerPoint presentation, typicallywithout any problems. After you import thePowerPoint file, you can then edit it in Keynote andsave it as a Keynote presentation. You can thenexport it back to PowerPoint if you like.

For the most part, theexport process works well,

and the presentation you see inKeynote will look the same inPowerPoint. However, I havenoticed that the opacity effects,3D transitions, and some of thebuilds in Keynote do not translateover to PowerPoint well, so, aswith most things you export, besure to check out the results andmake sure you are happy witheverything, or at least can live withthe results you get.

To export a Keynote presentation to Microsoft PowerPoint, just follow these steps:

1. Open the Keynote presentation.

2. Select File, Export. An export dialog box appears.

3. In the export dialog box, click the PowerPoint radio button to select it andthen click Next (see Figure 10.10).

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The Absolute MinimumKeynote allows you to do great things! Keep these points in mind:

■ You can edit existing Keynote themes and save them as new Keynote themes.Simply edit the master slides and select File, Save Theme to save the newtheme you have created.

■ You can edit and create new master slides. Simply copy an existing masterslide and change it as you wish; then rename it. The new master slide willthen be available for your use.

■ Keynote works well with Microsoft PowerPoint. You use File, Export to exporta presentation to the PowerPoint format. Also, you can directly import aPowerPoint presentation to Keynote by selecting File, Open and selecting thePowerPoint presentation.

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A

Installing Keynote

The good news (and it’s all good news) is that the simplest thing you’ll

probably do with Keynote is install it. In fact, as with most Mac appli-

cations, installation of Keynote is so easy that you’ll need only a few

mouse clicks to get the job done. If you feel a little trepidation about

installing Keynote on your Mac, don’t worry: This appendix is here to

make sure your Mac is up to the task and guide you through the instal-

lation process, so read on!

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Making Sure Your Mac Is Ready for KeynoteLike all software in the world today, Keynote has some restrictions and requirementsthat you need to know about. You need to pay attention to these restrictions andrequirements if you want to install Keynote at all or at least watch it work withoutbringing your Mac to a snail’s crawl. Here’s what you need:

■ Power Macintosh G3 or G4, eMac, or a 500MHz or faster iMac or iBook(PowerPC G4 recommended). I’m using Keynote on an 800MHz PowerPC G4iMac, and it works great. If your Mac doesn’t meet these requirements, youmight still be able to install Keynote, but it might run terribly slowly.

■ Mac OS X v10.2 or later. If you’re not using Mac OS X v10.2 or later, considerupgrading your system to the latest Mac OS. Visit www.apple.com/macosx tolearn more.

■ 128MB of RAM minimum, with 512MB recommended. I’m using 256MB, andall works fine.

■ 8MB of video memory, with 32MB recommended.

■ 1GB of available disk space.

How can you make sure your system meets all of these requirements? There are twoquick ways. First, click the Apple icon in the upper-left corner of your Mac screenand then click About This Mac. As you can see in Figure A.1, you can quickly seeyour Mac OS version, memory, and processor speed.


FIGURE A.1

You can check

the About This

Mac dialog box

to see if your

system meets

the demands of

Keynote.

To make sure you have enough free disk space (at least 1GB), Control+clickMacintosh HD on the desktop and click Get Info. The Macintosh HD Info dialogbox appears, as shown in Figure A.2. It tells you how much of your disk you haveused and how much is available. If you don’t have quite enough disk space avail-able, you might need to uninstall some applications you no longer need or movesome files to another location in order to free up some needed disk space.

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APPENDIX A INSTALLING KEYNOTE 201

FIGURE A.2

You can check

the Macintosh

HD Info dialog

box to make

sure you have

enough free disk

space to install

Keynote.

Installing KeynoteWhen you are sure your Mac is ready to handle the demands of Keynote, you areready to install the software. Installation is quick and painless; just follow these steps:

1. Insert the Keynote installation CD-ROM into your Mac’s CD-ROM drive.

2. The Keynote 1.0 CD window appears, showing you what is contained on theCD-ROM (see Figure A.3).

FIGURE A.3

The Keynote 1.0

folder shows

what is on the

CD-ROM.

3. Double-click the Keynote.pkg icon to start the installation.

4. Type your administrator password in the dialog box that appears and clickOK. Note that you must be logged on with an administrator account in orderto install new software.

5. When the Keynote installer screen appears, read the introduction to Keynoteand click the Continue button. The Read Me file appears, telling you aboutthe system requirements for installing Keynote.

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6. You can read the Read Me file if you like. Click Continue when you areready to proceed.

7. When the License agreement appears, read it and then click Continue. Inthe dialog sheet that appears, click the Agree button. You must agree to thesoftware license before installation will continue.

8. In the Select a Destination window, shown in Figure A.4, select yourMacintosh HD for the installation. You must install Keynote on the primarycomputer’s drive, so do not select an alternate location (such as a secondarydisk drive), if one is available.


FIGURE A.4

You can Choose

Macintosh HD

for the installa-

tion and click

Continue.

9. Click Install to start the installation. Keynote is installed on your Mac. Theinstallation process may take several minutes.

10. Click Close when you are prompted.

That’s all there is to it!

The Absolute Minimum Installing Keynote is a snap. Just remember these tips:

■ Make sure your Mac can handle the demands of Keynote. You need a PowerMacintosh G3 or G4 processor, Mac OS X 10.2 or later, at least 128MB ofRAM, at least 8MB of video memory, and 1GB of available disk space.

■ To install Keynote, insert the installation CD-ROM and then double-click theKeynote.pkg icon. Follow the simple setup instructions that appear.

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B

Keynote

Keyboard Shortcuts

If you want to make Keynote work a bit faster for you, you should

become familiar with the keyboard shortcuts listed in Table B.1. They

can save you some mouse movements and speed up your work at the

same time.

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TABLE B.1 Keyboard ShortcutsShortcut Description

Working with the Slide CanvasTab Moves from object to object on the Slide Canvas.

Shift+Tab Goes backward from object to object on the Slide Canvas.

Arrow keys Moves an object by one pixel at a time.

Shift+arrow keys Moves an object by 10 pixels at a time

Shift+click or „+click Adds or removes the selected object to a previously selectedobject.

Shift+drag or „+drag Adds or removes the selected range to a previously selectedobject.

Shift+drag Allows you to drag and control a selected item.

Option+drag Duplicates an object, such as in a table or another slide ele-ment.

„+drag Temporarily turns off the alignment guides on the SlideCanvas.

„+drag handle Rotates the selected object.

„+Shift+drag handle Rotates the selected object by 45°.

Shift+drag handle Maintains an object’s proportion when you’re resizing it.

Option+drag handle Resizes an object from the center out.

Option+Shift+drag handle Maintains the proportion from the object’s center positionwhen you’re resizing the object.

Page Down Jumps to the next slide in the Slide Organizer.

Page Up Jumps to the previous slide in the Slide Organizer.

Home Jumps to the first slide in the presentation.

End Jumps to the last slide in the presentation.

Control+click Opens the contextual menus.

„+C Copies the selected text or object on the slide.

„+V Pastes the copied text or object on the slide.

„+X Cuts the selected text or object from the slide to the Clipboardso that the object can be pasted elsewhere.

Working with TextShift+right arrow Extends the selection one character to the right.

Shift+left arrow Adds one character to the left of a selection.

Option+right arrow Moves to the end of the current word in which the cursor isplaced.


13 1010 appB 1/28/04 12:44 PM Page 204

Option+left arrow Moves to the beginning of the current word in which the cursoris placed.

Shift+Option+right arrow Adds what is selected to the end of the current word.

Shift+Option+left arrow Adds what is selected to the beginning of the current word.

„+right arrow Moves the cursor to the end of the line.

„+left arrow Moves the cursor to the beginning of the line.

Shift+„+right arrow Adds the selection to the end of the line.

Shift+„+left arrow Adds the selection to the beginning of the line.

Up arrow Jumps to the line above the current location.

Down arrow Jumps to the line below the current location.

Shift+up arrow Adds the selection to the line above it.

Shift+down arrow Adds the selection to the line below it.

Option+up arrow Moves to the beginning of the paragraph in which the cursoris placed.

Option+down arrow Moves to the end of the paragraph in which the cursor isplaced.

Shift+Option+up arrow Moves the selection to the beginning of the paragraph.

Shift+Option+down arrow Adds the selection to the end of the paragraph.

„+up arrow Moves the cursor to the beginning of the text.

„+down arrow Moves the cursor to the end of the selected text.

Shift+„+up arrow Adds the selection to the beginning of the current text.

Shift+„+down arrow Adds the selection to the end of the current text.

Delete Deletes the previous character or the selection.

Option+Delete Deletes the part of the word to the left of the cursor.

Page Up or Home Scrolls to the top of the Slide Canvas.

Page Down or End Scrolls to the bottom of the Slide Canvas.

„+Return Selects the text box and stops editing the current text.

Playing a SlideshowSpace or click or right Plays the next slide.arrow or down arrow or Page Down

Left arrow or up arrow or Plays the previous slide.Page Up

Esc or Q or „+. (period) Ends the slideshow.

APPENDIX B KEYNOTE KEYBOARD SHORTCUTS 205

TABLE B.1 (continued)Shortcut Description

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B Turns the screen to black. This is an effective way to pause apresentation so that audience members do not continue look-ing at the presentation content.

Home Shows the first presentation slide.

End Shows the last presentation slide.

Using the Slide OrganizerReturn Creates a new slide at the same Slide Organizer location as the

previously selected slide.

Tab Indents a slide in the Slide Organizer to the right.

Shift+Tab Moves all selected indented slides in the Slide Organizer to theleft.

Shift+click Adds the current selection to the selected slide.

Shift+drag Adds the selected range of slides to the previously selectedslides.

„+click or Shift+click Adds or removes the currently selected slide to the previouslyselected slides.

„+drag Adds or removes the selected range to the previously selectedslides.

Option+drag Makes a copy of a slide.

Down arrow Moves the selection to the next slide.

Shift+down arrow Adds the next slide to the current selection.

„+down arrow Selects the last slide in the Slide Organizer.

Shift+„+down arrow Adds the current selection to the last slide.

Up arrow Selects the previous slide in the Slide Organizer.

Shift+up arrow Adds the current selection to the previous slide.

„+up arrow Selects the first slide in the Slide Organizer.

Shift+„+up arrow Adds the first slide to the current selection.

Delete Deletes the selected slides.

Home Scrolls to the first slide without changing the current selection.

End Scrolls to the last slide without changing the current selection.

Page Down Scrolls down one page of slides without changing the selection.

Page Up Scrolls up one page of slides without changing the selection.



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Working with Chart DataReturn Finishes a cell entry and moves the selection down one cell.

Shift+Return Finishes a cell entry and moves the selection up one cell.

Tab Finishes a cell entry and moves the selection to the right onecell.

Shift+Tab Finishes a cell entry and moves the selection to the left onecell.

Home Moves to the beginning of the current row.

End Moves to the last nonblank cell to the right of the insertionpoint in the current row.

Moving Within Tables„+A Selects all table cells, borders, or cell content, based on the ini-

tial selection.

„+C Copies the contents of the selected cells or the whole table,depending on what is selected.

„+X Deletes the contents of the selected cells or the whole table,depending on what is selected.

„+V Pastes the last selection that was copied at the current insertionpoint.

Delete Deletes whatever is selected.

Shift+drag table Keeps the table in proportion and forces it to snap to theguides when you’re moving it.

Option+Shift+drag table Duplicates the table during a move.

Drag selected cell to Swaps the contents of the selected cell with the contents of the another cell destination cell.

Option+drag selected cell Copies the contents of the selected cell into the destination to another cell cell.

Shift+click „+click selected Adds selection from the selected cell to the destination cell.or unselected cell Adds or removes the selected cell to or from the current

location.

„+Return; „+click cell (in ) Selects the cell and stops the editing of text.text edit mode

Click+drag cell (in text Selects the text of a cell and then selects multiple cells while edit mode) you drag the mouse.

APPENDIX B KEYNOTE KEYBOARD SHORTCUTS 207


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Click border of selected Selects an entire row or column border.table

Click+drag selected border Moves the selected row or column border to a different or border segment of position.selected cell

Shift+arrow keys Moves the selected table 10 pixels in the Slide Canvas. Thedirection of the move is determined by the arrow key used.

Shift+arrow keys (in cell Adds to the cell selection by one cell.selection mode)

Shift+Tab Selects text in the previous cell from the previous cursor loca-tion.

Control+Tab (in text Inserts a tab at the cursor insertion point.edit mode)

„+Return (in cell Selects the table and stops editing of the current cell.selection mode)



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C

Helpful Keynote Web

SitesKeynote is such an easy and effective application that youare not likely to experience any major problems, and forthose features you do have trouble using, you have thisbook to help you along. However, in case you have prob-lems, the following are some places on the Internet youmight like to try:

■ www.info.apple.com/usen/keynote—This is the officialKeynote support page, and it can be a great help. Anumber of known issues and problems, along withtheir solutions, are posted here, so if you are havingproblems, you should certainly check out this page.

■ www.apple.com/keynote—Of course, a great place tostart is Apple’s Keynote site. You might not solveany problems here, but this site can alert you toupdates and known issues. Also, you can check thissite for update downloads that you might need.

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■ http://discussions.info.apple.com—This is a great place to find out what otherpeople are saying about Keynote. You can ask a question of other Keynoteenthusiasts, and you might find that your question has already been askedand answered on the discussion board.

■ www.keynotepro.com—This is a good site that provides some great tips andtricks. This site also offers additional themes you can purchase.

■ www.keynoteuser.com—This site has great resources, including themes, tips,tutorials, and even a good troubleshooting page. There is a lot of informationhere about all things Keynote, and you should certainly check it out—even ifyou are not having problems!

■ www.keynotegallery.com—This site provides additional themes for sale at goodprices (many of them under $10). You are sure to find some themes here thatwill liven up and coordinate with your presentation content.

■ www.keynotethemepark.com—This site provides additional themes for purchase.

■ www.keynotehq.com—This site provides Keynote themes, discussions, tips, tricks,and much more. Overall, it’s a very helpful and fun site to visit.

■ www.mykeynotethemes.com—This site provides additional Keynote themes, andyou’ll also find some good tutorials and other information here.

■ www.macworld.com—Of course, this is a great site for all things Macintosh. Youcan search for articles and tutorials on this site.


14 1010 appC 1/28/04 12:46 PM Page 210

AAbout This Mac command

(Apple menu), 200

accessing master slides,148-150

Add Column button, 77

Add Row button, 77

Add to Favorites option (Fontdialog box), 37

Adobe Web site, 181

AIFF files, 127

aligninggraphics, 106-108text, 40-41, 53-54

alignment guideschanging appearance of, 110creating, 109positioning graphics with,

106-108

All at Once option(chart/table builds), 165-166

alpha channels, 104

Apple menu commandsAbout This Mac, 200System Preferences, 176

Apple Web site, 209-210

area charts, 72

audioadding to slides, 128-129AIFF files, 127deleting from slides, 129importing, 127-128iTunes, 128-129MP3 files, 127repeat options, 129-131volume, 129-131

AV projectors, 186

Axes & Borders option (axismarkings), 82

axis markingsAxes & Borders, 82Labels, Ticks, & Grids, 83Number Format, 84Value Axis Format, 84

BBackground First option

(chart builds), 166

backgroundschanging by combining

themes, 120-122changing with Slide

Inspector, 118-120custom themes, 190-192table backgrounds, 61-62

bar charts, 70

Bar Format option (ChartInspector), 85

Blank master slide, 146

books, Special Edition UsingMac OS X, v10.3 Panther,131

borders, 59-61

Build Inspector, 9, 161-163chart builds, 165-167image builds, 168multiple-build slides, 168-171table builds, 164-165text builds, 163-164

builds, 6advantages of, 160-161Build Inspector, 161-163chart builds, 165-167creating, 24defined, 23-24, 160image builds, 168multiple-build slides, 168-171table builds, 164-165text builds, 163-164

bulleted lists, 42-43

Bullets master slide, 146

buttonsAdd Column, 77Add Row, 77Chart, 68Edit Data, 73

Index

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212 BUTTONS

Group, 110Inspector, 24, 53Masters, 13, 145Merge Cells, 57Metric, 104New, 34, 49Play, 22Shapes, 18, 96Split Columns, 57Split Rows, 57Text, 35Ungroup, 110View, 20

By Cell Content option (tablebuilds), 165

By Cell option (table builds),165

By Column Content option(table builds), 165

By Column option (tablebuilds), 165

By Element in a Series option(chart builds), 166

By Element in a Set option(chart builds), 166

By Row Content option (tablebuilds), 165

By Row option (table builds),165

By Series option (chartbuilds), 166

By Set option (chart builds),166

Ccathode ray tube (CRT), 185

CD-ROMs, installing Keynotefrom, 201-202

cellsbackgrounds, 61-62borders, 59-61

changingalignment guide appearance,

110backgrounds

combined themes,120-122

Slide Inspector, 118-120chart colors, 80chart fonts, 81fonts, 36slide order, 138-140text color, 39-40transitions, 159

Characters option (Font dia-log box), 38

chart builds, 165-167

Chart button, 68

Chart Data Editor, 15-16,73-77

Chart Inspector, 9, 77-78, 192axis markings, 82-84data series formatting

options, 84-85Plot Row vs. Column option,

78Show Legend option, 78

chartsadding to slides, 15-16area charts, 72axis markings

Axes & Borders, 82Labels, Ticks, & Grids, 83Number Format, 84Value Axis Format, 84

bar charts, 70chart builds, 165-167Chart Data Editor, 15-16,

73-77Chart Inspector, 77-78

axis markings, 82-84data series formatting

options, 84-85Plot Row vs. Column

option, 78Show Legend option, 78

choosing chart style, 69-70colors, 80column charts, 70creating, 67-68custom themes, 192-193data points, 74data series

defined, 74formatting, 84-85

data sets, 74defined, 65designing, 71fonts, 81keyboard shortcuts, 207labels, 16legends, 79-80line charts, 71pie charts, 73, 86-87stacked area charts, 73stacked bar charts, 71stacked column charts, 70when to use, 66-67

checking spelling, 152

Choose a Theme dialog box,11

choosingchart styles, 69-70fonts, 28-30, 36-38master slides, 145number of columns/rows, 56presentation size, 11themes, 11-12transitions, 158-159views, 20

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DEFINE DEFAULTS FOR MASTER SLIDES COMMAND 213

Color Inspector, 192

Color option (Font dialogbox), 38

Color Palettes, 94

Color Sliders, 93

Color Wheel, 93

colors, 92charts, 80Color Inspector, 192Color Palettes, 94Color Sliders, 93Color Wheel, 93filling shapes with color,

97-98color fill, 98gradient fill, 99image fill, 100

Image Palettes, 95text, 39-40

Colors dialog box, 39-40, 92Color Palettes, 94Color Sliders, 93Color Wheel, 93Crayons, 95Image Palettes, 95

column charts, 70

columns, 56-57

combiningimages and shapes, 111-113themes, 120-122

commandsApple menu

About This Mac, 200System Preferences, 176

Define Defaults for MasterSlides menu

Define Column Chart forAll Masters, 193

Define Column Chart forCurrent Master, 192

Make Column Chart theDefault Chart Type, 192

Edit menuCopy, 55, 105, 192Find, 153Paste, 55, 106, 192Place, 96Spelling, 152Undo, 59, 103Undo Delete, 140

File menuExport, 178, 197Image Library, 124New, 11, 188Open, 197Open Image Library, 105Open Samples, 7Print Outline, 182Print Slides, 182Save As, 23Save Theme, 193

Fill menuGradient Fill, 99Image Fill, 100

Font menu, Show Fonts, 36,52

Format menuDefine Defaults for Master

Slides, 192Font, 36, 52, 191Reapply Master to

Selection, 45Keynote menu, Preferences,

110, 175Place menu, Table, 49Shadow menu, Individual, 87Slide menu

Don’t Skip Slide, 144New Slide, 14Skip Slide, 144

View menuOutline, 20, 137Play Slideshow, 22Show Inspector, 53Show Master Slides, 195Show Notes, 9, 150

Show Rulers, 45, 107-109Show Toolbar, 13Slide Only, 137

Copy command (Edit menu),55, 105, 192

Crayons, 95

CRT (cathode ray tube), 185

Cube transitions, 158

custom themesbackgrounds, 190-191chart types, 192-193fonts, 191-192graphics, 190-191saving, 193selecting theme to edit, 188styles, 191-192

DData Point Label option

(Chart Inspector), 85

data points, 74

data seriesdefined, 74formatting, 84-85

data sets, 74

Define Column Chart for AllMasters command (DefineDefaults for Master Slidesmenu), 193

Define Column Chart forCurrent Master command(Define Defaults for MasterSlides menu), 192

Define Defaults for MasterSlides command (Formatmenu), 192

How can we make this index more useful? Email us at [email protected]

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214 DEFINE DEFAULTS FOR MASTER SLIDES MENU COMMANDS

Define Defaults for MasterSlides menu commands

Define Column Chart for AllMasters, 193

Define Column Chart forCurrent Master, 192

Make Column Chart theDefault Chart Type, 192

deleting text boxes, 34

designcharts, 71

axis markings, 82-84colors, 80data series, 84-85fonts, 81legends, 79-80

textalignment, 40-41bulleted lists, 42-43color, 39-40fonts, 28-30, 36-38importing, 45jokes/puns, 33length of, 30main ideas, 31-32numbered lists, 42-43overcrowding, 33proofreading, 32readability, 28-30simplicity, 31spacing, 40-41tabs, 45

dialog boxesChoose a Theme, 11Colors, 39-40, 92

Color Palettes, 94Color Sliders, 93Color Wheel, 93Crayons, 95Image Palettes, 95

Find, 153Font, 36-38, 52, 81, 191Macintosh HD Info, 200Preferences, 175-176Print, 182-184Save As, 23System Preferences, 176

digital light processing (DLP),185

Dissolve transitions, 158

DLP (digital light processing),185

Don’t Skip Slide command(Slide menu), 144

dragging text, 55

drives, checking free diskspace on, 200

Drop transitions, 158

EEdit Data button, 73

Edit menu commandsCopy, 55, 105, 192Find, 153Paste, 55, 106, 192Place, 96Spelling, 152Undo, 59, 103Undo Delete, 140

Edit Sizes option (Font dialogbox), 38

editors, Chart Data Editor,15-16, 73-77

Export command (File menu),178, 197

exportingto PDF, 181-182presentations to PowerPoint,

196-197to QuickTime, 177-181

FFade Through Black transi-

tions, 158

File menu commandsExport, 178, 197Image Library, 124New, 11, 188Open, 197Open Image Library, 105Open Samples, 7Print Outline, 182Print Slides, 182Save As, 23Save Theme, 193

filesaudio files

adding to slides, 128-129AIFF files, 127deleting from slides, 129importing, 127-128iTunes, 128-129MP3 files, 127repeat options, 129-131volume, 129, 131

PDF files, exporting presenta-tions to, 181-182

Presentation Tips.key, 7

Fill menu commandsGradient Fill, 99Image Fill, 100

filling shapes with color,97-98

color fill, 98gradient fill, 99image fill, 100

Find command (Edit menu),153

Find dialog box, 153

Flip transitions, 158

Font command (Formatmenu), 36, 52, 191

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INSPECTOR BUTTON 215

Font dialog box, 36-38, 52,81, 191

Font menu commands, ShowFonts, 36, 52

fontschanging, 36charts, 81choosing, 28-30, 36-38Font dialog box, 36-38, 52

Format menu commandsDefine Defaults for Master

Slides, 192Font, 36, 52, 191Reapply Master to Selection,

45

formattingcharts

axis markings, 82-84colors, 80data series, 84-85fonts, 81legends, 79-80numbers, 84

text, 51-53

free disk space, checking, 200

Ggradient fill, 99

Gradient Fill command (Fillmenu), 99

Graphic Inspector, 9fill options, 97

Color Fill, 98Gradient Fill, 99Image Fill, 100

shadows, 101-102stroke options, 101

graphics, 89adding to slides, 17-19alignment guides

changing appearance of,110

creating, 109positioning graphics with,

106-108bullets, 43colors, 92

Color Palettes, 94Color Sliders, 93Color Wheel, 93Crayons, 95Image Palettes, 95

combining images andshapes, 111-113

combining with text, 114custom themes, 190-191explaining text with, 90filling with color, 97-98


grouping/ungrouping, 110image builds, 168image fill, 100Image Library, 105-106opacity, 19photos

alpha channels, 104importing, 103resizing, 103-104when to use, 92

rotating, 97shadows, 101-102shapes

adding to slides, 96-97when to use, 91

stroke options, 101tables, 62-63when to use, 90-92

grids, 83

Group button, 110

groupingobjects, 110slides, 21-22, 140-142

guides (alignment)changing appearance of, 110creating, 109positioning graphics with,

106-108

H-Ihandouts, 183

hard drives, checking freedisk space on, 200

hardware, 184-186, 200

image builds, 168

image fill, 100

Image Fill command (Fillmenu), 100

Image Library, 105-106, 124

Image Palettes, 95

images. See graphics

importingaudio, 127-128photos, 103presentations, 12text, 45

Individual command (Shadowmenu), 87

Inspector button, 24, 53


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216 INSPECTORS

inspectors, 9-10Build Inspector, 9, 161-163

chart builds, 165-167image builds, 168multiple-build slides,

168-171table builds, 164-165text builds, 163-164

Chart Inspector, 9, 77-78,192

axis markings, 82-84data series formatting

options, 84-85Plot Row vs. Column

option, 78Show Legend option, 78

Color Inspector, 192Graphic Inspector, 9

fill options, 97-100shadows, 101-102stroke options, 101

Metric Inspector, 9, 104QuickTime Inspector, 9Slide Inspector, 9, 156, 159Table Inspector, 9, 57

cell backgrounds, 61-62cell borders, 59-61columns, 56-57images, 62rows, 56-57

Text Inspector, 9, 39, 192text alignment, 40-41text color, 39-40text spacing, 40-41

installing Keynote, 199hardware/software require-

ments, 200step-by-step instructions,

201-202

iTunes, 128-129

J-Kjokes, 33

keyboard shortcuts, 203charts, 207slide canvas, 204Slide Organizer, 206slideshows, 205-206tables, 207-208text, 204-205

Keynote installation, 199hardware/software require-

ments, 200step-by-step instructions,

201-202

Keynote menu commands,Preferences, 110, 175

Keynote Web site, 209

KeynoteGallery.com Website, 210

KeynoteHQ.com Web site,210

KeynotePro.com Web site,210

KeynoteThemePark.com Website, 210

KeynoteUser.com Web site,210

Llabels (charts), 16, 83

Labels, Ticks, & Grids option(axis markings), 83

LCD (liquid crystal display),185

left aligning text, 40-41

legends, 79-80

length of text, 30

Library (Image Library),105-106, 124

line art. See shapes

line charts, 71

liquid crystal display (LCD),185

lists, 42-43

looping audio, 130

MMacintosh HD Info dialog

box, 200

MacWorld Web site, 210

main ideas, highlighting withtext, 31-32

Make Column Chart theDefault Chart Type com-mand (Define Defaults forMaster Slides menu), 192

Manage Fonts option (Fontdialog box), 38

master slides, 144accessing, 148-150Blank, 146Bullets, 146choosing, 145creating, 194-195defined, 11-12Title & Bullets, 146Title & Subtitle, 146Title — Center, 147Title — Horizontal, 147Title — Top, 146Title — Vertical, 147Title and Bullets Left, 148Title and Bullets Right, 148Title, Bullets & Photo, 148when to use, 145

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PRESENTATION TIPS.KEY FILE 217

Masters button, 13, 145

Media Inspector, 130

memory requirements, 200

Merge Cells button, 57

merging columns/rows, 57

Metric button, 104

Metric Inspector, 9, 104

Microsoft PowerPoint,exporting presentations to,196-197

Mosaic transitions, 158

Motion Dissolve transitions,158

Move In transitions, 158

movies, 131-133QuickTime presentations,

177-181

movingchart legends, 79-80text, 55through tables, 50

MP3 files, 127

multiple-build slides, 168-171

MyKeynoteThemes.com Website, 210

Nnavigating tables, 50

Navigator view, 8, 136-137

New button, 34, 49

New command (File menu),11, 188

New Slide (Slide menu), 14

None transition setting, 158

notes (speaker), 150

Number Format option (axismarkings), 84

numbered lists, 42-43

numberschart number formats, 84numbered lists, 42-43

Oobjects. See also graphics

grouping/ungrouping, 110opacity setting, 122-126rotating, 97

opacity, 19, 122-126

Open command (File menu),197

Open Image Library com-mand (File menu), 105

Open Samples command (Filemenu), 7

organizing slidesgrouping slides, 21-22rearranging slides, 21-22views, 20

orientation of transitions,159

Outline command (Viewmenu), 20, 137

Outline view, 8, 137

outlines, 182

overcrowded text, 33

Ppalettes

Color Palettes, 94Image Palettes, 95

Paste command (Edit menu),55, 106, 192

PDF files, exporting presenta-tions to, 181-182

photosalpha channels, 104Image Library, 105-106importing, 103resizing, 103-104when to use, 92

pictures. See photos

pie charts, 73, 86-87

Pivot transitions, 158

Place command (Edit menu),96

Place menu commands, Table,49

Play button, 22

playing slideshows, 22, 174

Plot Row vs. Column option(Chart Inspector), 78

PowerPoint, exporting pre-sentations to, 196-197

preferencesalignment guides, 110slideshow viewing prefer-

ences, 175-177

Preferences command(Keynote menu), 110, 175

Preferences dialog box,175-176

Presentation Tips.key file, 7


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218 PRESENTATIONS

presentations, 10. See alsographics; slides

exporting to PDF, 181-182exporting to PowerPoint,

196-197exporting to QuickTime,

177-181importing, 12presentation hardware,

184-186printing, 182-184sample presentation, 7-8saving, 23size of, 11speaker notes, 150video, 131-133

mirroring, 177QuickTime presentations,

177-181views, 136-137

Print dialog box, 182-184

Print Outline command (Filemenu), 182

Print Slides command (Filemenu), 182

printinghandouts, 183outlines, 182presentations, 182-184slides, 182-184

projectors, 185-186

proofreading text, 32

puns, 33

Push transitions, 158

Q-RQuickTime Inspector, 9

QuickTime presentations,177-181

Reapply Master to Selectioncommand (Format menu),45

rearranging slides, 21-22,138-140

repeat options (audio),129-131

Replace & Find feature,152-153

resizing photos, 103-104

Reveal transitions, 158

rotating objects, 97

rows, 56-57

Ssample presentation, 7-8

Save As command (Filemenu), 23

Save As dialog box, 23

Save Theme command (Filemenu), 193

savingcustom themes, 193presentations, 23

Scale transitions, 158

selection handles, 34

Shadow menu commands,Individual, 87

shadows, 101-102

shapesadding to slides, 96-97combining with images,

111-113filling with color, 97-98


rotating, 97shadows, 101-102stroke options, 101when to use, 91

Shapes button, 18, 96

Show Fonts command (Fontmenu), 36, 52

Show Inspector command(View menu), 53

Show Legend option (ChartInspector), 78

Show Master Slides com-mand (View menu), 195

Show Notes command (Viewmenu), 9, 150

Show Rulers command (Viewmenu), 45, 107-109

Show Toolbar (View menu),13

Show/Hide Effects option(Font dialog box), 38

Show/Hide Preview option(Font dialog box), 37

simplicity of text, 31

size of presentations, 11

sizing photos, 103-104

Skip Slide command (Slidemenu), 144

skipping slides, 143-144

Slide Canvas, 8

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SLIDES 219

slide canvas, keyboard short-cuts, 204

Slide Inspector, 9backgrounds, changing,

118-120opening, 156transition options, 156, 159

Slide menu commandsDon’t Skip Slide, 144New Slide, 14Skip Slide, 144

Slide Only command (Viewmenu), 137

Slide Only view, 137

Slide Organizer, 8keyboard shortcuts, 206

slides. See also presentations;slideshows

adding, 13-14audio

adding, 128-129AIFF files, 127deleting, 129importing, 127-128iTunes, 128-129MP3 files, 127repeat options, 129, 131volume, 129, 131

backgroundschanging by combining

themes, 120-122changing with Slide

Inspector, 118-120builds, 6

advantages of, 160-161Build Inspector, 161-163chart builds, 165-167creating, 24defined, 23-24, 160image builds, 168

multiple-build slides,168-171

table builds, 164-165text builds, 163-164

chartsadding, 15-16area charts, 72axis markings, 82-84bar charts, 70Chart Data Editor, 15-16,

73-77Chart Inspector, 77-78,

82-85choosing chart style,

69-70colors, 80column charts, 70creating, 67-68data points, 74data series, 74, 84-85data sets, 74defined, 65designing, 71fonts, 81keyboard shortcuts, 207labels, 16legends, 79-80line charts, 71pie charts, 73, 86-87stacked area charts, 73stacked bar charts, 71stacked column charts, 70when to use, 66-67

graphics, 89adding to slides, 17-19alignment guides,

106-110bullets, 43colors, 92-95combining images and

shapes, 111-113combining with text, 114custom themes, 190-191

explaining text with, 90filling with color, 97-100grouping/ungrouping, 110image builds, 168image fill, 100Image Library, 105-106opacity, 19photos, 92, 103-104rotating, 97shadows, 101-102shapes, 91, 96-97stroke options, 101tables, 62-63when to use, 90-92

grouping, 21-22, 140-142master slides, 144

accessing, 148-150Blank, 146Bullets, 146choosing, 145creating, 194-195defined, 11-12Title & Bullets, 146Title & Subtitle, 146Title — Center, 147Title — Horizontal, 147Title — Top, 146Title — Vertical, 147Title and Bullets Left, 148Title and Bullets Right,

148Title, Bullets & Photo, 148when to use, 145

objectsgrouping/ungrouping, 110opacity setting, 122-126rotating, 97

organizinggrouping slides, 21-22rearranging slides, 21-22views, 20


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220 SLIDES

printing, 182-184rearranging, 21-22reordering, 138, 140Replace & Find feature,

152-153skipping, 143-144slide canvas, 204Slide Inspector, 156, 159Slide Organizer, 206speaker notes, 150spell check, 151-152tables, 14, 47-48

cell backgrounds, 61-62cell borders, 59-61columns, 56-57creating, 49images, 62-63moving around in, 50rows, 56-57text alignment, 53-54text entry, 51-53text formatting, 51-53text tips and techniques,

55when to use, 48-49

textadding, 12-13, 33-34alignment, 40-41bulleted lists, 42-43color, 39-40combining with graphics,

114fonts, 28-30, 36-38importing, 45jokes/puns, 33keyboard shortcuts,

204-205length of, 30main ideas, 31-32numbered lists, 42-43overcrowding, 33proofreading, 32readability, 28-30

simplicity, 31spacing, 40-41tabs, 45text boxes, 34-35Text Inspector, 39-41

themeschoosing, 11-12combining, 120-122custom themes, 188-193defined, 11

transitionschanging, 159choosing, 158-159creating, 156Cube, 158defined, 6, 25, 156Dissolve, 158Drop, 158Fade Through Black, 158Flip, 158Mosaic, 158Motion Dissolve, 158Move In, 158None setting, 158orientation, 159Pivot, 158Push, 158Reveal, 158Scale, 158setting up, 156-157speed, 159Twirl, 158Wipe, 158

video, 131-133mirroring, 177QuickTime presentations,

177-181views, 20

slideshows. See also presen-tations; slides

keyboard shortcuts, 205-206playing, 22, 174viewing preferences, 175-177

software requirements, 200

sound. See audio

spacing text, 40-41

speaker notes, 150

Special Edition Using Mac OSX, v10.3 Panther, 131

speed of transitions, 159

spell check, 151-152

Spelling command (Editmenu), 152

Split Columns button, 57

Split Rows button, 57

splitting columns/rows, 57

stacked area charts, 73

stacked bar charts, 71

stacked column charts, 70

stroke options, 101

styles, custom themes,191-192

System Preferences command(Apple menu), 176

System Preferences dialogbox, 176

system requirements, 200

Ttable builds, 164-165

Table command (Place menu),49

Table Inspector, 9cell backgrounds, 61-62cell borders, 59-61columns, 56-57images, 62-63rows, 56-57

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TYPEFACES 221

tables, 47-48adding to slides, 14cell backgrounds, 61-62cell borders, 59-61columns, 56-57creating, 49images, 62-63keyboard shortcuts, 207-208moving around in, 50rows, 56-57table builds, 164-165text alignment, 53-54text entry, 51-53text formatting, 51-53text tips and techniques, 55when to use, 48-49

tabs, 45

textadding to slides, 12-13,

33-34alignment, 40-41bulleted lists, 42-43color, 39-40combining with graphics,

114explaining text with, 90fonts

changing, 36charts, 81choosing, 28-30, 36-38Font dialog box, 36-38

importing, 45jokes/puns, 33keyboard shortcuts, 204-205length of, 30main ideas, 31-32numbered lists, 42-43overcrowding, 33proofreading, 32readability, 28-30simplicity, 31spacing, 40-41

table textaligning, 53-54dragging, 55entering, 51-53formatting, 51-53moving, 55tips and techniques, 55

tabs, 45text boxes, 34-35text builds, 163-164Text Inspector, 9, 192

text alignment, 40-41text color, 39-40text spacing, 40-41

text boxes, 34-35

text builds, 163-164

Text button, 35

Text Inspector, 9, 192text alignment, 40-41text color, 39-40text spacing, 40-41

themeschoosing, 11-12combining, 120-122custom themes

backgrounds, 190-191chart types, 192-193fonts, 191-192graphics, 190-191saving, 193selecting theme to edit,

188styles, 191-192

defined, 11

ticks, 83

Title & Bullets master slide,146

Title & Subtitle master slide,146

Title — Center master slide,147

Title — Horizontal masterslide, 147

Title — Top master slide, 146

Title — Vertical master slide,147

Title and Bullets Left masterslide, 148

Title and Bullets Right masterslide, 148

Title, Bullets & Photo masterslide, 148

toolbar, 9. See also buttons

transitionschanging, 159choosing, 158-159creating, 156Cube, 158defined, 6, 25, 156Dissolve, 158Drop, 158Fade Through Black, 158Flip, 158Mosaic, 158Motion Dissolve, 158Move In, 158None setting, 158orientation, 159Pivot, 158Push, 158Reveal, 158Scale, 158setting up, 156-157speed, 159Twirl, 158Wipe, 158

Twirl transitions, 158

typefaces. See fonts


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222 UNDO COMMAND

U-VUndo command (Edit menu),

59, 103

Undo Delete command (Editmenu), 140

undoing mistakes, 140

Ungroup button, 110

ungrouping objects, 110

Value Axis Format option(axis markings), 84

video, 131-133mirroring, 177QuickTime presentations,

177-181

View button, 20

View menu commandsOutline, 20, 137Play Slideshow, 22Show Inspector, 53Show Master Slides, 195Show Notes, 9, 150Show Rulers, 45, 107-109Show Toolbar, 13Slide Only, 137

viewing slideshows, 174-177

views, 8choosing, 20Navigator view, 136-137Outline view, 137Slide Only view, 137

volume, 129-131

W-ZWeb sites

Adobe, 181Apple, 209-210KeynoteGallery.com, 210KeynoteHQ.com, 210KeynotePro.com, 210KeynoteThemePark.com, 210KeynoteUser.com, 210MacWorld, 210MyKeynoteThemes.com, 210

Wipe transitions, 158

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